Executive Coordinator, Massachusetts

About this role

What We Can Achieve Together:

The role demands discretion, strong judgment, and the ability to move fluidly between strategic and administrative work as circumstances require. Further, it requires managing relationships and advancing priorities through influence, credibility, and trust rather than formal reporting lines. This is a high-trust, high-visibility position well suited to someone interested in conservation leadership and nonprofit operations who wants broad exposure to how a TNC state business unit runs.

The Executive Coordinator may act as the first point of contact with staff, Trustees, donors, leaders, and partners, and makes decisions on priority of commitments for the State Director.

The Massachusetts Business Unit believes in flexibility and as such, team members are working in a hybrid model: splitting workdays between home and using TNC offices, as required. Our work has proven successful with a deliberate blend of virtual and in-person connections, as well as independent and collaborative work. This is considered a hybrid position and must align schedules with the State Director with at least 2-3 days in the Boston office. Additionally, this position requires travelling occasionally and working flexible hours as needed. The work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain. 

RESPONSIBILITIES & SCOPE The ideal candidate should have exceptional communication, collaboration and project management experience. Specific responsibilities include:

Support to the State Director (Approx. 50%) • Help the State Director set, organize, and advance priorities, ensuring the most important issues receive timely attention. • Ensure State Director calendaring and administrative tasks are aligned. Facilitate preparation of briefing memos, talking points, decision documents, and meeting materials in advance of internal meetings, board engagements, donor visits, and external events. • Track action items and commitments that come out of meetings and help ensure teams follow them through to completion. • Serve as a central coordination point across business unit teams, proactively connecting people, projects, and information to advance the State Director's priorities. Facilitate alignment among conservation, development, external affairs, and operations staff by identifying interdependencies, surfacing emerging issues and opportunities, and ensuring critical information, decisions, and commitments move efficiently across teams. • Liaise with partners, funders, government contacts, and board members as a representative of the State Director and senior leadership team. • Help manage the rhythm of the leadership team: meeting agendas, planning cycles, and follow-through. • Act independently to prioritize tasks for State Director 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. • Maintain confidentiality of frequently sensitive information.

Board of Trustees Management (Approx. 25%) • Manage Board and committee meetings, events, and governance operations. • In close partnership with State Director, Director of Development, Leadership Team and Trustees, lead end-to-end board meeting planning ensuring well-run, professional execution of events, timely distribution of materials, clear agendas, and effective documentation of decisions and next steps. • Proactively track Board committees and strategy groups, ensuring they meet on schedule and supporting them with content, agendas, materials, facilitation, minutes, and follow-up in partnership with committee chairs and staff liaisons. • Maintain board and administrative files and propose process improvements as needed. • Serve as the primary liaison for Trustees. Act as the connection point between Trustees and TNC staff, building strong relationships by being responsive to needs and keeping colleagues engaged. Coordinate with the TNC-wide Trustee Program Coordinator and counterparts at other business units, including participating in calls. • Maintain accurate Trustee records and CRM data. Enter interaction data on behalf of the State Director into Blackbaud CRM, working closely with the development team to ensure accuracy, and keep board files and documentation current. • Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; decisions may bind the organization financially or legally.

Project and special-initiative management (Approx. 25%) • Manage and coordinate special projects the State Director wants advanced (e.g., a new strategic initiative, an internal process improvement, or a time-sensitive opportunity) by setting realistic deadlines, managing a timeline, and ensuring accountability. • Conduct research and synthesis on various topics (e.g. policy, conservation, partnership, or organizational questions) to inform leadership decisions. • Partner with leadership to coordinate cross-team efforts on special projects.

We’re Looking for You:

The Executive Coordinator serves as a close aide and project manager to the State Director and, by extension, the Massachusetts Business Unit Leadership team. Reporting to the Director of Operations & Culture, the Executive Coordinator helps the State Director manage priorities, oversees the preparation of briefing and decision materials, tracks projects and commitments across the business unit, coordinates among programs and external partners, and carries out special projects.

This is an exciting opportunity to contribute to the ongoing mission of conservation by directing and shaping the work of our team! 

What You’ll Bring:

• Bachelor’s degree and 3 years related experience or equivalent combination • Ability to implement complex processes. • Experience planning and executing meetings and events. • Experience managing and tracking multip

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