Executive Assistant

The primary role of this position is to provide support one of the five Executive Team members at The Trustees. This is a high-pressure role, with the need to balance multiple tasks and deadlines and respond to changing priorities while maintaining a calm, effective and professional approach both internally and externally.  The Executive Assistant (EA) regularly handles complex assignments, while maintaining a high-level of professionalism, communication, and confidentiality in interactions with Executive Team, Leadership Team, staff, board members, outside agencies, volunteer leadership and major donors requiring discretion, judgment, tact, and diplomacy.

This position requires an individual with a high degree of integrity, considerable judgment, and the ability to multi-task and work independently with little guidance.

All EA staff are consistently asked and expected to regularly adjust to meet the changing needs of the organization and its executives. We are looking for an agile and collaborative professional with a track record of delivering great customer service with strong attention to detail in a fast-paced culture. This is a tremendous opportunity for a detail-oriented and hardworking executive assistant with at least four years of prior professional administrative support with a minimum of three years supporting C-level executives.

In This Role You Will:

• Direct executive administrative support for key executives

  • Calendar management

  • Scheduling weekly, monthly and quarterly review meetings

  • Extensive material development and follow-up for internal and external meetings

  • Travel

  • Expenses

  • Oversee executives’ direct reports’ sick/vacation and expense reporting

• Coordination and management of committee meetings

  • Maintain and update annual meeting schedules

  • Schedule, organize and distribute meeting materials, including minutes, material preparation and tracking deliverables

  • Arrange meeting space/venue

  • Provide on-site meeting coordination with facility managers and caterers

  • Attend meetings and take minutes; prepare draft meeting minutes to review and edit with staff and volunteer leaders of committees

  • Post all committee materials to shared board portal

  • Coordinate and correspond with committee members 

• Proofread and assist with formatting documents and correspondence; draft correspondence, memos and emails

• Create/edit presentations using MS PowerPoint

• Maintain digital filing systems

• Assist with other special projects, tasks, and duties as assigned with or without accommodation

Other Information

Skills:

• Excellent Microsoft Word, Excel, Power Point skills

• Highly organized with ability to multi-task

• Excellent writing skills and good communicator

• Able to maintain high level of confidentiality

Education and Experience:

• BS/BA degree or equivalent business experience 

• 4+ years of professional administrative support with a minimum of 3 years supporting C-level executives

• Demonstrated strong organizational skills, project management, time management skills and attention to detail with the flexibility to effectively manage multiple and competing priorities in a fast-paced working environment and with short turnaround time

• Excellent computer skills and advanced Microsoft Office Suite experience – specifically Word, Excel and PowerPoint

• Professional interpersonal (written, listening and oral) skills and demeanor

• Desire to work in a fast-paced, customer-focused, entrepreneurial environment

• Experience working inside a complex, matrixed organization

• Ability to author and accurately proofread documents and correspondence

• Ability to work on independent projects, manage multiple priorities and meet deadlines

• Ability to exercise initiative and sound judgment and to respond resourcefully under varying conditions

• Ability to maintain confidentiality

• Aptitude for detail and commitment to accuracy and follow through

• Proactive and creative problem-solving approach

• Ability to write internal communications

Other Requirements:

• Occasional travel across the state; access to a personal vehicle required

Compensation and Benefits:

The expected salary range for this position is $65,000-$75,000, depending on experience. In addition to competitive pay, The Trustees offers the opportunity to be part of a dedicated team across Massachusetts who believe in celebrating and protecting our special places, for everyone, forever.

In support of our staff and their families, we provide comprehensive top-notch benefits and an array of special perks. Full-time, year-round staff can enjoy:

• Medical, dental, and vision insurance with employer premium contributions ranging from 75%-85%

• Traditional and Roth 401(k) plans with 5% employer match after one year of employment

• Employer-paid life and disability plans

• Paid vacation and sick time and a bank of “Early Release” hours

• A bank of 15 paid flexible Holiday/Personal days

• Day of Service to travel to another site to work in a division and location other than your own in a group project such as reinforcing beach shorebird fences, planting seedlings or bulbs, organizing archival documents, or making phone calls to thank donors

• Day of Wonder to explore the wonders of any of our Trustees properties

• Complimentary Trustees member-level access and discounts and 50% discount for Trustees summer camps

• Reciprocity program offering free and discounted admissions and memberships to more than 50 Massachusetts museums and cultural institutions

• And much more!

About The Trustees 

The Trustees is one of Massachusetts’ largest non-profits and the nation’s first conservation and preservation organization. Today, the places we care about are going fast, and the forces undermining them, including climate change, are moving faster. Our passion is to protect and share with everyone the irreplaceable natural and cultural treasures under our care. We are funded and supported entirely by our visitors, supporters, volunteers, and more than 70,000 member households. 

The Trustees’ commitment to Diversity, Belonging Inclusion and Equity is to create inclusive spaces of belonging for Trustees staff, members, volunteers, and communities across our organization and 120 plus properties. Read more here

As part of our dedication to an inclusive and diverse workforce, The Trustees are committed to Equal Employment Opportunity without regard for race, color, national origin, ethnicity, gender, protected veteran status, disability, sexual orientation, gender identity, or religion. We are also committed to providing reasonable accommodations for qualified individuals with disabilities and disabled veterans in our job application procedures.

In addition to being an Equal Opportunity Employer, the Trustees of Reservations aims 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.

To prevent the infection and spread of COVID-19, and as an integral part of its public health and safety measures, The Trustees of Reservations requires that all successful applicants show proof of full vaccination by an FDA-approved COVID-19 vaccine before beginning employment, unless an exemption from this policy has been granted. Applicants who believe they need an accommodation of this policy because of a disability, sincerely-held religious belief, or otherwise should inform Human Resources after an offer of employment is extended; please do not include any medical, genetic, or religious information on your application materials.

We kindly request that you do not call to inquire about the status of your application. Those candidates chosen for interviews will be contacted.