Administrative Assistant

The Emerald Necklace Conservancy – a nonprofit organization dedicated to stewarding and improving for all the 1,100 acre linear park system in the heart of Boston connecting 13 diverse neighborhoods – seeks an energetic, outgoing and self-motivated professional to help staff its Shattuck Visitor Center, located in the Back Bay Fens.

September 2021

TITLE: Administrative Assistant to the President

DEPARTMENT: Executive

REPORTS TO: President

POSITION OVERVIEW: Provide diverse administrative and organizational support to the

President, Board of Directors and staff in alignment with Conservancy goals, procedures and values.

POSITION STATUS: Full-Time, Non-Exempt, Available Immediately

RESPONSIBILITIES:

Executive Support

• Provide administrative support to the President, managing a complex schedule to coordinate internal and external meetings, ENC events, public activities, etc.
• Review with the President the daily calendar, anticipating and resolving potential scheduling and travel issues.
• Manage the President’s incoming email, sorting messages by importance and flagging high-priority emails.
• Work with other staff on the timely preparation/assembly of materials and deliverables for internal and external meetings, Zoom calls, Board reports and special events.
• Assist the President in the preparation and execution of donor visits and other fundraising/public events.
• Accompany the President to designated meetings (e.g. strategic planning, Olmsted Bicentennial, TDC financial planning, Muddy River Restoration, Charlesgate, etc.); take notes and provide updates/requests to other staff as necessary.
• Prepare, draft and/or edit a variety of routine correspondence and email for the President.
• Work with the President and Human Resources to ensure staff performance evaluations are scheduled and completed.
• Communicate and coordinate with ENC staff and partners tasks delegated and requested by the President, following up as necessary.
• Handle routine inquiries or requests that come to the President, preparing appropriate responses (email, phone, written correspondence).
• Assist in the review and proofreading of meeting agendas, lists of participants/guests, donor names/addresses, etc.
• Develop, maintain and update electronic and paper filing systems for the President.
• Track, compile and process the President’s expense reports, credit card expenses and reimbursements in a timely and accurate manner.
• Set up, confirm, and revise event registrations and travel arrangements as necessary.
• Manage the President’s social media accounts (Twitter, Instagram, Facebook, LinkedIn) as designated.

Board of Directors Support

• Help schedule and send invites/reminders for meetings of the full Board of Directors, various Board committees, and other committees (e.g. Park Advisors, etc.).
• Serve as point of contact for Board members on routine matters.
• Coordinate Board meeting logistics, including venue, catering, equipment needs, etc.
• Prepare and proofread materials for full Board of Director and other committee meetings.
• Take and distribute meeting minutes as assigned.
• Staff and Office Management
• Schedule and provide logistical support for staff meetings.
• Help oversee the smooth operation of the Curley House office, ordering and stocking supplies; serving as liaison to IT service providers (computers, photocopier, phones, etc.) and cleaners; and ensuring that health/safety and security protocols are followed.
• Facilitate and organize the use of Asana and/or other productivity/project management applications.
• Manage Zoom and Teams accounts to ensure no hosting overlaps.
• Coordinate staff trainings, retreats, and related activities.
• Serve as liaison between President and staff on routine administrative and programmatic matters promoting effective communication and coordination.
• Perform other duties as directed or as needed.

QUALIFICATIONS:

Experience:

• 2-4 years’ administrative supportive experience, ideally supporting the work of senior-level staff.
• Experience with nonprofit organizations and boards of directors preferred.
• Bachelor’s degree or equivalent work experience preferred.

Skills:

• Excellent executive support skills, including the ability to manage complex and frequently changing calendars and activities.
• Ability to demonstrate diplomacy and tact with staff, internal and external stakeholders and partners and to discreetly handle confidential information.
• Strong project management skills, excellent in managing shifting timelines and priorities, able to accurately and thoroughly follow-through, able to manage multiple projects and meet deadlines.
• Strong Microsoft Office (Outlook, Word, Excel, PowerPoint) skills required; familiarity with Zoom, Asana and/or Raiser’s Edge strongly preferred.
• Ability to accomplish tasks while maintaining a positive and professional attitude.
• Strong ability to work proactively and take initiative.
• Ability to work occasional evenings and weekends.

Physical Requirements:

• Must be able to provide proof of COVID-19 vaccination from an immunization source showing date(s) the vaccine was administered.
• Must be comfortable being outdoors and working outdoors on occasion.

Emerald Necklace Conservancy is an equal opportunity employer and seeks to recruit a diverse staff that reflects the communities served by the Emerald Necklace.

Job Type: Full-time

Pay: From $40,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Boston, MA 02115: Reliably commute or planning to relocate before starting work (Required)

Education:

• High school or equivalent (Required)

Experience:

• Microsoft Powerpoint: 1 year (Preferred)
• Microsoft Excel: 1 year (Preferred)

Work Location:

• One location

Work Remotely:

• No

Work Location: One location