Executive Assistant - Office of the President

Denver,
Posted on September 9, 2024

At TPL, we're a team of outdoor advocates who believe in connecting everyone to the outdoors. As an ethos, we believe access to the outdoors is a fundamental human need and essential to our health and well-being. We're committed to creating more places that bring us outside—parks, trails, playgrounds, and public lands—and making them available and welcoming to everyone, everywhere, regardless of ZIP code. We also understand that land has meaning; it tells the story of our history. That's why, through our Black History and Culture initiative, we're working to preserve sites that more fully represent the Black American experience; and we're an ally and partner to Tribal and Indigenous communities, working in partnership to reconnect them with their ancestral lands.

One hundred million people, including 28 million children, don't have nearby access to a park within ten minutes of their home. We're determined to change this outdoor equity gap–and as a result, nine million people and counting now have access because of our work. We have miles to go and a plan to get there. We're inclusive change-makers who believe in connecting everyone to the outdoors. We inspire by paving the way forward and strengthening our connection to nature. Join us!

Position Summary:
Supporting the President, this position is responsible for the smooth and efficient operations of the Office of the President. This position manages the flow and exchange of information, streamlines interactions and acts as the gatekeeper for the President in a fast-paced environment. This position exercises considerable discretion and judgment in serving as a representative of the President. This position works closely with the President, members of the Board of Directors, advisory board members, donors, as well as with the executive leadership team. Additionally, this role requires flexibility and openness to potentially supporting another executive in the future, as the organization's needs evolve.

ESSENTIAL FUNCTIONS:

Schedule/Travel Management (40%)

Maintains highly complex calendar. Ensures the President is well-prepared for all engagements.
Works closely with internal teams on key meetings and events, including philanthropy, government relations and field programs.

General Administration (10%)

Review and submit President’s time sheets and expense reports.
Acts as information resource to staff within and outside the organization. Performs research and fact gathering and miscellaneous duties as assigned.
Oversee special projects and initiatives as directed by the President. Ensure projects are completed on time and within scope.

Takes initiative to identify problems and issues and seek solutions proactively.
Works closely with other Senior Administrators who support the Executive Team.
Coordinates other functions of the President’s Office; including working closely with Human Resources to schedule new hire listening sessions and staff meet and greets.

Communications (20%)

Assist with the management and prioritization of the President’s email traffic, prioritize messages, and draft responses on her behalf.
Communicate details of upcoming meetings, retreats, and other key events to the Executive Team, ensuring all necessary preparations are made.
Draft, edit, and prepare documents, reports, and correspondence for the President and Executive Team.
Facilitate the exchange of information between the President, Board members, donors, and Executive Team.
Manage all levels of logistics for executive meetings, retreats, and other special events.

Project Management Coordination (20%)

Coordinate and project manage key philanthropic relationships for the President. Coordinate with the Philanthropy Department on tracking, planning and follow up.

Personal Assistant (10%)

Scheduling personal appointments.
Purchase gifts for staff, board members, friends, etc.
Coordinate the scheduling of thank you notes, birthday cards, and other personalized correspondence to key individuals within and outside the organization.
Manage some personal travel.
Coordinate President’s calendar and travel with her spouse.

QUALIFICATIONS:

Minimum 6 – 8 years of experience in an administrative support role. At least 5 years of experience supporting senior management or executives.
Excellent organizational abilities; able to prioritize multiple tasks; strong attention to detail.
Strong ability to build relationships with donors, staff and volunteers. Significant experience being an effective collaborator with senior level staff, board and volunteers. Experience with development, board relations, and strategic planning in a complex non-profit or public organization strongly preferred.
Able to handle confidential matters with the highest degree of discretion, tact, and nuance.
High degree of initiative, professionalism, discretion and good judgment, as much of the communication is with senior management in other fields and environmental organizations.
Demonstrated analytical and critical thinking skills. Ability to use good judgment, take initiative and make recommendations in resolving problems and provide guidance to other department employees.
Demonstrated experience coordinating and/or managing the logistics of events and/or meetings.
Works effectively with staff across a high-profile national organization to ensure seamless communication and collaboration.
Occasional travel required.

Trust for Public Land is currently a hybrid work environment. The Executive Assistant will ideally be in proximity to the Denver office or Chaffee County, Colorado as there is a strong preference for in-person interaction with the President.

As a full-time exempt employee, the candidate will be eligible for Trust for Public Land’s comprehensive benefits program which includes medical, dental, and vision insurance, vacation and sick pay, plus holidays, and a 403(b)-retirement plan, currently with an up to 7% company match. We offer competitive salaries commensurate with experience; the anticipated hiring range for this position is $85,000-95,000.

Trust for Public Land’s active goal is to be an inclusive and equitable place to work and build community. As the organization actively works to eliminate racial and other disparities it welcomes candidates with diverse backgrounds and/or multicultural skillsets. We are open to the possibility that a great candidate for this job may not precisely meet all the above criteria; if you believe you are the right person for this job and can persuasively make that case, we encourage you to apply.