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 Schedule:
- This is a hybrid position based in Seattle, WA with the expectation of at least 2 days per week onsite at The Nature Conservancy’s Seattle office located at 74 Wall Street.
- The work schedule is typically a standard Monday – Friday, with some long and/or flexible hours as needed. Flexible work arrangements are available.
- The position requires periodic travel throughout Washington State (including overnight) and the ability to support meetings and events at various locations throughout the state.
- Onsite work is performed in a professional, open-office environment. Work environment involves only infrequent exposure to disagreeable elements, with meeting logistics requiring moderate physical exertion and/or strain including going up and down stairs, bending, and lifting 25 lbs.
We’re Looking for You:
Are you looking for work you can believe in? At TNC we strive to embody a philosophy of Work That You Can Believe in where you can feel like you are making a difference every day. We are seeking a trusted strategic partner for our executive leadership and Board of Trustees, who has a key role in advancing The Nature Conservancy's mission and organizational priorities across Washington State. This position offers the unique chance to influence board effectiveness, strengthen leadership operations, drive cross-functional initiatives, and help shape a culture of collaboration, inclusion, and operational excellence. The ideal candidate will bring outstanding interpersonal and communication abilities with a talent for building trust, maintaining discretion, and fostering collaboration and the ability to navigate complex projects and processes that supports our mission and our people.
A cover letter is encouraged but not required. If submitting a cover letter please make sure to include what specific skills you feel align well with this position.
What You’ll Bring:
- Bachelor’s degree and 3 years related experience or equivalent combination.
- Experience generating reports and analyzing and interpreting data.
- Experience working with senior leaders, a board of directors, or other high-level executives.
- Experience with database management.
- Experience working across departments and communicating with a wide range of people.
- Experience supervising staff, interns and/or volunteers.
Desired Qualifications:
- Demonstrated proactive approaches to independent problem-solving.
- Experience managing and coordinating workplans, projects, and complex processes.
- Strong interpersonal skills, with the ability to respond tactfully and diplomatically with a wide range of global leaders, executives, community members, and staff.
- Proven ability to handle confidential information with discretion.
- Strong organization skills, accuracy, attention to detail and ability to perform and prioritize multiple tasks seamlessly.
- Demonstrated experience in supporting meetings with a blended audience of in-person and remote participants, ensuring equitable engagement.
- Ability to use existing technology to achieve desired results. Experience with MSOffice suite, Box, SharePoint, Workday, and video conferencing preferred.
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
- Experience interpreting guidelines to achieve desired results.
- Successful experience implementing strategic program goals.
Salary Information:
The starting pay range for a candidate selected for this position is generally within the range of $80,100 - $90,780. This range only applies to candidates whose country of employment is the USA. Where a successful candidate’s actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate's location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.
