Executive Assistant & Board Liaison

Executive Assistant To The State Director And Board Liaison

Kentucky's Executive Assistant to the State Director and Board Liaison manages the operations of the Kentucky program and provides essential support to the Kentucky State Director, key conservation and philanthropy staff, and the volunteer Board of Trustees.

The EA & Board Liaison will oversee and lead a variety of operations tasks, ranging from compliance, employee engagement, annual work planning, safety and sustainability. They will also supervise an Operations Manager who performs a variety of operations and administrative tasks for the larger program, including serving as manager of the Lexington office. The EA will perform a variety of high-level administrative tasks, including partnering with the State Director to manage their schedule and provide key support to the program's Leadership Team. Duties include managing the State Director's calendar, correspondence, travel, meeting and special event logistics, scheduling and documenting decisions for Leadership Team meetings, and creating presentations (some of those tasks will be delegated to the Operations Manager). They will serve as Certified Contract Specialist for the Kentucky program if required. Additionally, they will serve as a key point of contact to Division level staff/programs including Finance and People Team (HR), and will serve as local contact for onboarding processes. They will work in partnership with State Director on program Culture and Engagement activities, including staff recognition, team building, annual meetings or retreats, and other items as necessary. They will oversee key operational activities including managing quarterly certifications, ensuring leases, property and equipment lists are maintained and up-to-date and will be responsible for managing the Youth Safety program.

As Trustee Liaison, they also provide support for trustees including managing preparations for board and committee meetings, and other trustee communications. In this role, they will build relationships with board members and trustees to support the business unit. They will provide key staff support to the Nominating and Governance Committee of the board and serve as strategic partner to the State Director on trustee recruitment and retention.

The EA will work knowledgeably and confidently across our departments (conservation, philanthropy, finance, external affairs, marketing) and program teams, providing a critical link to the State Director and providing administrative support as needed. They will communicate on behalf of the State Director as necessary and will have substantial contact with important stakeholders, including trustees, all levels of staff, donors, volunteers, vendors, and business relations, and will take on additional administrative support duties to enhance the work of the team.

The EA will act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines.

The successful candidate will be intellectually curious, willing to learn new skills, detail oriented, and able to balance multiple priorities. They are comfortable working in a fast-paced environment both independently and as part of a team. Most of all, they will bring a passion for making processes and systems work better for all and find joy in working in collaboration with and in service to a variety of colleagues and the larger Kentucky team.

Responsibilities and Scope

• Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines;
• Work within scope of program's strategic goals;
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; decisions may bind the organization financially or legally;
• Conduct purchasing, and transfers, negotiating and contracting with vendors;
• Participate in budget preparation;
• Maintain confidentiality of frequently sensitive and emotionally charged information;
• Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability.
• May participate in complex negotiations;
• Will supervise administrative, professional and/or volunteer staff, including training and professional development;
• Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs;
• Travel and work flexible hours, as needed; and
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

What You'll Bring:

• Bachelor's degree and 3 years related experience or equivalent combination;
• Experience generating reports, and analyzing and interpreting data;
• Experience managing the schedule and contacts of a senior leader;
• Strong written and verbal communication skills;
• Experience with database management; and
• Experience working across departments.
• Experience supervising staff, interns and/or volunteers

Desired Qualifications:

• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
• Ability to implement complex processes;
• Ability to use existing technology to achieve desired results;
• Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff;
• Experience coordinating projects;
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, etc.
• Strong organization skills, accuracy, attention to detail and ability to manage multiple tasks; and/or
• Successful experience implementing strategic program goals.

Salary Information:

The starting pay range for a candidate selected for this position is generally within the range of $65,000 - $75,000. This range only applies to candidates whose country of employment is the USA. Where a successful candidate's actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate's location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.

Who We Are :

The Nature Conservancy's mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world's toughest challenges so that we can create a world in which people and nature thrive. We're rooted in our mission and guided by our values, which include respect for all people, communities, and cultures. Whether it's career development, flexible schedules, or a rewarding mission, there's many reasons to love life inside TNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.

One goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging and that their unique contributions to our mission are valued. In addition to the requirements in our job postings, we recognize that people come with talent and experiences outside of a job and consider each applicant's unique experience. Please apply we'd love to hear from you. To quote a popular saying at TNC, "you'll join for the mission, and stay for the people."

What We Bring:

Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world! TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits. Learn more about our Benefits and Perks here. We're proud to offer a flexible work environment that supports the health and well-being of the people we employ.

Our recruiting process includes a rolling interview process to ensure we engage applicants in a timely manner. This means we may review applications in the order in which they are received. Once a strong candidate pool is identified, the role will be unposted. The timeline may vary depending on the expressed interest in the role, so we highly encourage candidates to apply as soon as possible.

Employees must submit their application by logging into Workday and applying via the Jobs Hub.

The Nature Conservancy is an Equal Opportunity Employer. Our commitment to equal employment opportunity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of all backgrounds, beliefs, and culture. Recruiting and mentoring staff to create an inclusive organization is a priority, and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status