Apply by October 15, 2014.
The Trustees is seeking a Chief of Staff / Executive Assistant to provide support to the President & CEO. This position requires a flexible individual who is comfortable working in a fast-paced office and who can manage multiple projects to deadline with little supervision. As a representative of the executive office, a high degree of professionalism, diplomacy and considerable judgment will help this individual succeed as will comfort in their ability to engage and interact with governance volunteers, donors, and staff at all levels of the organization. Superior written and verbal communication skills are essential.
President & CEO
Schedule all internal and external appointments and meetings; assist with preparation of meeting briefings and information packets.
Handle incoming telephone calls; open and sort mail.
Draft or prepare electronic and hard copy correspondence for signature.
Process reimbursement requests and invoice payments.
Make travel arrangements.
Other special projects assigned as needed.
Prepare agendas and manage all logistics for bi-monthly Executive Team meetings, including the rotation of meetings to Trustees’ properties, in-house staff presentations, collection of monthly reports to the president, and vacation schedules to ensure proper coverage during summer and winter holidays.
Assist with meeting scheduling and committee meeting support for Vice Presidents as needed.
Coordinate all aspects of Board of Director and Advisory Council meetings.
Collect preparation materials and post to BoardEffect.
Take meeting minutes.
Deliver signed minutes with advance materials packet to the Archives and Research Center for corporate record.
Collect Conflict of Interest acknowledgement and disclosure forms annually and update Board affiliation list for distribution with grant applications as necessary.
Maintain electric copy of the Chairman’s calendar; serve as a conduit for all staff to schedule appointments and committee meetings that would involve him.
Provide organizational point of contact for high-level governance volunteers.
Provide administrative support and coordinate meetings of the Governance Committee.
Work with Development staff on the Annual Meeting of the Corporation.
Responsible for all logistics for two annual staff gatherings; work with on-site property staff to execute; schedule dates and collect RSVPs; order catering.
Draft agenda; assist with PowerPoint presentation set up.
High Street Office Management
Place orders and stock office supplies.
Oversee conference room calendar for reservations.
Greet guests and assist with meeting set up/break down.
Interface with building management company and SourceOne.
Bachelor’s degree and a minimum of five years prior experience in a similar role.
Proficiency in MS Word, PowerPoint, Excel and Outlook.
Non-profit experience preferred, but not required.
Interest in the mission of The Trustees of Reservations.
Ability to work collaboratively with colleagues, volunteers, and partners.
Highly organized and detail-oriented.
Proactive problem solver.
Sense of humor.
Hours, Salary & Benefits:
This is a full-time, exempt position based at The Trustees’ Boston office at 200 High Street. Statewide travel (reimbursed) using a personal vehicle may occasionally be required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
How To Apply:
Interested candidates are asked to submit a cover letter and resume, as well as salary requirements, to:
No phone calls please.
In addition to being an Equal Opportunity Employer, The Trustees of Reservations aim to create a thriving, inclusive workplace that values each member of our team. We aspire to reflect and effectively serve the residents and communities of Massachusetts who are at the core of our mission.
October 15, 2014
About this Organization:
The Trustees of Reservations is one of Massachusetts’ largest non-profits and the nation’s first conservation and preservation organization. We preserve and protect places of natural, scenic and historic beauty and hold these “reservations” in “trust” for public use and enjoyment. Our passion is to improve the quality of life in the Commonwealth, using our properties and their many programs as a powerful and compelling platform to engage more residents and visitors in our mission-driven work. We believe in protecting the irreplaceable forever, for everyone. Today, we care for 112 special reservations — from beaches to farms, gardens and historic sites – within minutes of every resident. Funded and supported entirely by our nearly 2 million visitors and supporters, and more than 100,000 members, we invite you to find your place.