Executive Coordinator & Trustee Liaison

About this role

What We Can Achieve Together:

The Executive Coordinator and Trustee Liaison provides direct support to the Washington Business Unit’s Executive Team and Board of Trustees and leads a team of administrative professionals. This role requires an individual who is caring, mindful, extremely detail-oriented, organized, and thrives in a collaborative environment, managing logistics while contributing to strategic goals. The Executive Coordinator and Trustee Liaison recognizes the importance of relationships and nurturing connections both with the Board and throughout the organization.

The Executive Coordinator and Trustee Liaison will perform a variety of high-level administrative tasks, including domestic and international travel arrangements, meeting and special events logistics, calendar management, drafting correspondence, and processing expenses. They will communicate on behalf of the Washington Business Unit’s leadership team and will have substantial contact with stakeholders, including members of the board of trustees, all levels of staff, donors, volunteers, vendors, and business relations. They will take on additional duties to enhance the work of the team. Such duties may include, but are not limited to, a more significant role in training, developing documentation, and/or enhancing the systems and tools used by the team.

Executive Team and Organizational Support • Provide high-level administrative support to the Executive Team by managing information flow, developing communications, and coordinating meeting agendas, guests and pre-/post-meeting materials.

• Facilitate clear, timely internal communication across staff teams by managing regular updates and sharing key operational information.

• Serve as liaison between the Executive Team and all levels of staff, staying apprised of key concerns/opportunities, sharing consistent messaging, being an ambassador for the team, and managing requests for agenda items.

• Manages systems and tools needed to track events, milestones, and major deliverables for the Washington Executive Team and business unit.

• Monitor progress for organizational priorities, identify challenges and opportunities, and support the development of solutions.

• Participate as a project team lead or member on various organizational initiatives that support strengthening our culture and leadership effectiveness.

• Serve as back-up Executive Assistant to the State Director during periods of regular Executive Assistant absence, managing the State Director’s calendar, prioritizing communications, and ensuring administrative support to maintain the flow of executive office work.

Board Management • Manage Washington’s trustee program, assuring that TNC’s standards and best practices for Board effectiveness are consistently applied to develop and sustain an inclusive, well-functioning Board and committees.

• Lead strategic board coordination for quarterly board meetings, committee meetings, events and annual board retreat through partnering with Executive Team to develop purposeful agendas aligned with organizational priorities while overseeing all aspects of meeting logistics and communication to ensure seamless and thoughtful gatherings.

• Manage and maintain records of Board activities, including meeting minutes, action items, and resolutions, and track follow-up tasks to completion.

• Coordinate closely with philanthropy staff on trustee engagement in fundraising and maintaining up-to-date records in the Constituent Relationship Management (CRM) system. Support Board members in understanding and fulfilling their roles, providing relevant information and resources beginning with onboarding and as needed throughout their term.

• Manage and produce polished Board materials, including pre-reads, presentations, and post-meeting deliverables, all of which meet organizational standards.

• Track trustee terms, elections/re-elections, committee assignments, leadership succession, prospective trustee outreach and all other administrative matters for the Board.

RESPONSIBILITIES AND SCOPE

Level of position: This is a mid-level position that collaborates with all levels of staff to accomplish program objectives.  • Supervise administrative, professional and/or volunteer staff, including training and professional development goals and objectives with a commitment to inclusivity and priority to various perspectives to achieve the best outcomes.

• Manage cohort of administrative staff.

• Serve as team member or lead for assigned projects.

• Financial responsibility may include purchasing, negotiating, and contracting with vendors, approving invoices and/or expense reports, and participating in budget preparation.

Within the scope of the position, the Executive Coordinator and Trustee Liaison 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 various and may not always fall under established practices and guidelines.

• Work within the scope of the 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.

• Provide guidance in satisfying administrative and other requirements based on extensive knowledge of policies and procedures.

• Maintain, track, analyze, and report on key data for senior management.

• Conduct purchasing, processing invoices and transfers, negotiating, and contracting with vendors. May 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.

• Adapt processes and implement recommended practices in order to improve effectiveness.

• May participate in complex negotiations.

Work environment and Sch

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