Executive Assistant

About Pacific Forest Trust

Pacific Forest Trust (PFT) delivers landscape-scale private forest conservation in the West and develops innovative incentives for private forest conservation at the national level. We do so in ways that reward private landowners for managing for public benefits, i.e., clean water, a healthy climate, and habitat for abundant native wildlife. Our work sustains rural communities and restores resilient forest landscapes across ownership boundaries. PFT is recognized nationally as a leader in developing new payment systems for ecosystems services, from climate to carbon, working forest conservation easements, watershed and habitat services, and sustainable, renewable biomass energy.

PFT has led the conservation of over 360,000 acres of forestland and stewards conservation easements on over 130,000 acres. PFT also owns 2,300 acres and manages 15,000 acres for sustained forest, timber, water, and habitat values. Our projects are outstanding not only for their scale but for their landscape impacts and high standards for delivering multiple public benefits. PFT is thrice accredited by the national Land Trust Accreditation Commission. Learn more at http://www.PacificForest.org

About the Opportunity

This position is responsible for the day-to-day support and coordination of the Office of the President. The Executive Assistant manages the flow and exchange of information, streamlines interactions, provides general administrative and organizational support, and exercises considerable discretion and judgment in serving as a representative of the President in a fast-paced environment. This position provides support to PFT’s Board of Directors and its committees. This position supports the President in all aspects of board, client, partner and donor stewardship, and works with the development staff in the planning and execution of cultivation events and meetings. The Assistant will also provide support to the Chief Operating Officer when that position is established. The Assistant routinely performs a variety of complex and confidential tasks while adhering to a strong code of ethics in handling sensitive information. At the President’s direction, the Executive Assistant may assist members of the organization with special projects.

Key Responsibilities

Support for the President/CEO and COO

• Maintains complex master calendar of activities and events for the President. Arranges internal and external meetings, donor visits, appointments, travel arrangements, logistics coordination, and itinerary preparation.
• Ensures that the President is prepared and in possession of materials and information required for meetings, donor visits, conferences and other scheduled events. Communicates and coordinates with staff on President’s travel in the field to best use her time.
• Coordinates scheduling follow-up on President’s visits with donors, prospective donors, and partners as needed in collaboration with Development staff.
• Responsible for planning and implementation of committee and board meetings. This includes tracking, monitoring and follow up on the progress of projects; tracking meeting participants, action items and strategies that emanate from the President’s office; collection, preparation and distribution of appropriate materials; initiation of subsequent follow up meetings; and communication to key stakeholders. Maintains all Board records and filings.
• Acts as a liaison to all departments, as requested, providing specific support for activities involving the President.
• Drafts, writes and edits memos and other correspondence.
• Reviews, answers and routes, as appropriate, all incoming mail (voice, paper and electronic) to the President.
• Maintains files and records
• Coordinates other functions of the President’s Office.

Board of Directors Coordination and Support

• Makes all logistical arrangements for meetings of the Board of Directors and handles on-site execution, including the planning and execution of special events and dinners.
• Assists the President in preparations for quarterly meetings of the Board of Directors, including creating informational materials for board members, organizing board member orientations, etc.
• Acts as a liaison to the Board of Directors, providing administrative support as necessary.
• Prepares minutes of Board and committee meetings and maintains records of Board actions.

General Administration and Interoffice Coordination

• Provides administrative and clerical support, including word processing and data entry.
• Creates and maintains files and other organizational systems.
• Acts as an information resource to staff.
• Performs research, fact-gathering and other duties as assigned.
• Prioritizes and plans work, consistently meets deadlines and develops realistic action plans that support business goals and objectives.
• Takes initiative to identify problems and issues and seeks solutions proactively.
• Responsible for scheduling monthly Management Team meetings.
• Responsible for scheduling staff meetings every two months.
• Coordinates and schedules meetings for multiple staff.
• Works collaboratively with all staff.

Qualifications

• Bachelor’s degree or equivalent from an accredited college or university preferred.
• Requires a minimum of five years of experience in executive assistance or administrative assistance for a high-level manager or director. Experience in philanthropy, with special events, preferred.
• Excellent organizational abilities; able to prioritize multiple tasks; strong attention to detail.
• Experience establishing professional relationships with donors, staff and volunteers. Significant experience being an effective collaborator with senior management, Board members and staff required. Experience with development, board relations, and strategic planning in a complex non-profit or public organization strongly preferred.
• Able to handle confidential matters with the highest degree of discretion, professional demeanor, accuracy, attention to detail and tact.
• High degree of initiative, political astuteness, professionalism, discretion and good judgment, as much of the communication is with senior management in other fields and environmental organizations.
• Demonstrated analytical and critical thinking skills. Ability to use good judgment, take initiative and make recommendations in resolving problems and providing guidance to other employees.
• Ability to work flexibly, creatively and independently on assignments, using high degree of judgment, initiative, and discretion. Detail-oriented, prompt and dependable.
• Excellent writing and communication skills and ability to produce work products that exhibit a high degree of detail and accuracy.
• Demonstrated experience coordinating and/or managing the logistics of events or meetings.
• Experience coordinating work across a distributed organization - with other employees, departments and external organizations.
• Knowledge of Microsoft office suite and online resources for calendaring, document production and research. Demonstrated experience using contact-relationship-management database software a plus. Ability to work at the computer on a continuous, daily basis.
• Ability to work flexible hours when needed, work occasional evenings, weekends and travel.

Job Type: Full-time

Location: PFT Main Office, San Francisco

LOCATION

PFT’s main office is in the Presidio of San Francisco, part of the Golden Gate National Recreation Area or in our Portland office. Some travel is required primarily within California and Oregon.

TO APPLY

Please send a resume and thoughtful cover letter to Jobs@pacificforest.org with subject line of “Executive Assistant”, outlining how your skills and experience meet the qualifications of the position, including how you heard about this opportunity through the Indeed site.

Applications will be reviewed on a rolling basis until the position is filled.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Education:

• Bachelor's (Required)

Experience:

• Non -profit development: 2 years (Required)

Work Location: In person

Job Type: Full-time

Pay: $72,800.00 - $83,200.00 per year

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $72,800 - $83,200