The Executive Coordinator & Trustee Liaison provides smooth, responsive, nimble, and proactive support to the Executive Director, Deputy Director, and other Division functional teams as needed in the areas of administration and as well as meeting management and project management. They support correspondence, activities, and orientation for the Caribbean Division Board of Trustees, in coordination with the Executive Director and the Caribbean Development team. They perform a variety of administrative tasks, including meeting and special events logistics, coordination of communications and activities, domestic and international travel arrangements, calendar management, drafting correspondence, preparing high quality minutes and briefings, and preparing and reviewing expense reports. They may communicate on behalf of the Executive Director and have substantial contact with stakeholders, including members of the Board of Trustees, all levels of staff, donors, vendors, and leaders and partners in the business, policy, and conservation community, requiring a high level of professionalism. They serve as project manager for the bi-weekly meeting agendas for recurring video conferences of the Division leadership team and will maintain, track, and report on key action items. They must have advanced knowledge of the systems and resources to provide support and coordinate communications across a diverse division. This position provides an excellent opportunity to develop an in-depth understanding of the operations and conservation activities of TNC and the critical role of the Caribbean Division. Duties require confidentiality, discretion, professional judgment, and tact.
RESPONSIBILITIES & 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.
- Assemble and draft agenda content, manage meeting logistics and communications, prepare board meeting packets, support creation of board reports, and keep meeting minutes.
- 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, processing invoices, negotiating and contracting with vendors.
- 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
- 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.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.