Regional Administrative Coordinator, Boston
4 weeks ago
Job Location
Boston Office - Boston, MA
Position Type
Part Time
Description
About The Trustees:
The Trustees of Reservations (The Trustees) is the nation's premier conservation and preservation organization. The Trustees' properties are open to all, and we thrive by involving as many people as possible in all that we do. Founded in 1891 by a group of visionary volunteers, we preserve, for public use and enjoyment, properties of exceptional scenic, historic, and ecological value in Massachusetts. We aim to protect special places for future generations to enjoy in perpetuity. We have helped protect more than 50,000 acres, including 27,000+ acres on more than 120 reservations that are open to the public. We are a non-profit conservation organization funded and supported entirely by our visitors, supporters, volunteers, and our 100,000 Member households.
Pay Range: $20/hr - $30/hr
Employment Type: Part-Time - 20 hours a week
The Role: The Regional Administrative Coordinator is a Part-Time role that provides organizational and project-based support to key leaders at the Trustees, working directly with the Boston and Urban Spaces team, and Regional Vice President, Boston. Collaborating with a statewide network of colleagues and a robust property team, this role plans, organizes, and directs day-to-day administrative operations while coordinating schedules, travel, and key projects as requested. The Regional Administrative Coordinator coordinates communication, scheduling, and event logistics for Boston governance community, while also providing operational support and day-of leadership for internal property events as requested. The Regional Administrative Coordinator manages the museum office space for the property operations and curatorial teams and prepares for the onboarding and training of new staff by arranging office space, equipment, file sharing, and onboarding schedule. The Regional Administrative Coordinator arranges and schedules stakeholder meetings, communicating with all relevant parties in a timely manner. This role tracks outstanding tasks and budgets. Limited travel may be required.
- Managing daily calendars for the director and the museum team, coordinating with necessary parties while maintaining a thorough and complete schedule, juggling priorities and changes transparently and diplomatically. Ensuring necessary information for all appointments, including background or travel details, is communicated clearly.
- Participating in and supporting the planning and execution of events, meetings, and other hospitality, working in support of the internal events manager and relevant departmental staff from across the organization.
- Assisting the regional leadership team in tracking projects, priorities, and deadlines, providing forewarning of potential conflicts and time-management issues.
- Serving as principal liaison between statewide governance managers, regional stewards, and governance committee members as it relates to the administration of individual committees and governance issues.
- Coordinating governance committee meetings, including, but not limited to, preparing meeting agendas, minutes, packets, and correspondence.
- Monitoring and determining appropriate charges, coding invoices to maintain expense continuity within budgets, and communicating with PowerPlan and the Finance team accordingly.
Qualifications
Job specific skills and competencies:
- 1-3 years of experience in project management or executive/administrative support.
- Experience in a position with responsibility for direct support of a Manager, Administrator, or Executive Officer, and complex project management.
- Experience writing, editing, and sending executive communications a plus.
- An effective communicator who projects a professional image when giving and taking information in writing, in person and over the phone. Diplomatic and tactful.
- Tech-savvy. You demonstrate a high-level of proficiency, autonomy, and confidence when utilizing Microsoft Outlook, Word, Excel, Power Point, SharePoint, and Zoom.
- Interpersonal and conscientious, comfortable handling sensitive and confidential matters on a day-to-day basis with appropriate discretion and responsibility.
- Capable of working well under pressure and delivering high-quality materials on tight, changing deadlines.
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