Executive Assistant – Yosemite Conservancy

San Francisco Bay Area, CA

Position Summary:

Reporting directly to the President & Chief Executive Officer (CEO), the Executive Assistant (EA) provides skilled administrative and clerical support to the President and CEO, the Board of Trustees and other leadership staff. The EA uses considerable tact, diplomacy, discretion, and judgment as s/he is exposed to sensitive—often confidential—information and facilitates communication on behalf of the CEO both within and outside of the organization. A positive problem-solver, the EA has responsibility for special projects, supporting board meetings, preparing board packets, and may follow up on projects assigned to managers by the CEO. The EA has excellent communications and organizational skills, works well under the excitement of demanding deadlines and multiple concurrent projects, and has a commitment to preserving Yosemite. This position works closely with all members of the development team, Conservancy and Yosemite National Park leadership and colleagues based in San Francisco and Yosemite.

Duties:

Provides administrative support to the CEO including:

  • Help expedite the flow of work through the CEO’s office;
  • Coordinate the schedule of the CEO and make arrangements for meetings as well as out of area travel;
  • Compose and/or edit and send out professional quality letters, emails, memos and other communications as needed that are harmonious with the mission of Yosemite Conservancy;
  • Aid in tracking and processing monthly expense reports for CEO;
  • Coordinate donor, partner and other meetings for the CEO including providing and arranging materials, lodging, meals, equipment and other needs for on-site meetings;
  • Assist in monitoring CEO’s voicemail including transcribing messages, and other communications for the CEO;
  • Assist in regular communications from the CEO to staff, board, partners and others;
  • Provide cross-department support to other staff of the Yosemite Conservancy;
  • Maintain board and council files, contact information, website and archival board materials;
  • Other tasks as may be determined in consultation with the CEO.

Provides administrative support to the Board and Council including:

  • Communicate with the Board of Trustees and Council Members on behalf of the CEO as needed;
  • Assist in scheduling board meetings, board retreats, board events and board committee meetings including arranging for meeting locations, lodging, meals, call in numbers and video conferencing websites, reminders and follow-up;
  • Assist in compiling, preparing and sending and/or emailing board packets as approved by the CEO including tracking and capturing relevant Yosemite media coverage;
  • Prepare materials for and organize logistics including food and beverages for board meetings;
  • Draft minutes, manage board rosters, committee lists, and keep files and the Council intranet Portal up-to-date with board minutes and related materials;
  • Provide staff support for the Governance and Engagement Committee;
  • Serve as San Francisco office manager to coordinate support functions, including employee office access cards, audio visual conferencing equipment operation, and building safety.
  • Research and order Council Member logo wear;
  • Other tasks as may be determined in consultation with the CEO.

Provides administrative support to Executive and Management Teams including:

  • Assist the COO and CFO with administrative duties and mailings;
  • Calendar weekly Management Team meetings;
  • Schedule and attend Management Team meetings, including arranging for call in numbers and video conferencing websites, reminders and follow-up;
  • Gather agenda items for Management Team meetings and take/distribute notes from the meetings;
  • Schedule Management Team retreat including arranging for meeting locations, meals, call in numbers and video conferencing websites, reminders and follow-up;
  • Compile quarterly updates from Management Team;
  • Assist members of Yosemite Conservancy Management Team with special projects as needed;
  • Assist new Executive and Management team members in acclimating to Yosemite Conservancy systems;
  • Other tasks as may be determined in consultation with the CEO.

Qualifications:

  • Minimum three to five years’ experience as a senior-level executive assistant and development staff person, or equivalent experience;
  • Possesses a high degree of discretion and excellent judgment;
  • Ability to set and meet deadlines, and manage multiple tasks simultaneously;
  • Capable of independently developing solutions, taking immediate action;
  • Demonstrated capacity to positively influence and engage the action of others;
  • Exceptional attention to detail, quality, and time-management, budget and organizational skills;
  • Proficient with Microsoft Office, Outlook, Teams, Zoom, Adobe Acrobat Pro, and WordPress;
  • Raisers Edge database experience a plus;
  • Superior interpersonal, oral and written communication skills to publicly represent the President & CEO, the Conservancy’s mission and interests;
  • Flexible team player who enjoys working with a diverse range of people—all levels of Yosemite Conservancy staff, Board of Trustees, government officials, and partner organizations;
  • Knowledge of and interest in Yosemite National Park;
  • Demonstrated commitment to conservation;
  • Commitment to the mission, values, goals, and success of Yosemite Conservancy;
  • Sense of humor and positive attitude and a warm friendly manner to all colleagues, Yosemite Conservancy supporters and members of the public;
  • Willingness to work evenings and weekends in support of events, occasionally in Yosemite National Park or other locations outside the San Francisco Bay Area.

Salary: ranges from $75,000 to $80,000

To Apply:

For more information please see the position description.

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