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Executive Assistant

5 months ago

Toronto, Canada The Nature Conservancy Full time

**OFFICE LOCATION**:
Toronto, Canada

Toronto, ON, Canada is preferred but flexible to other locations.

**WHO WE ARE**:
Nature United is a national organization that is reimagining conservation across Canada. We believe that nature—thriving and full of life—is the foundation of strong communities, a prosperous economy, and a future worth passing on to our grandchildren. We believe that reconciliation is at the heart of our progress as a nation. And we believe that Canada can be a global beacon for hope. We work to advance sustainable resource management by supporting Indigenous leadership and authority and to harness the power of nature to address the climate crisis by advancing natural climate solutions. Nature United is an affiliate of the global organization The Nature Conservancy (TNC).

As a conservation organization, we support the authority of Indigenous peoples to steward and manage their lands and waters by working in partnership with Indigenous Nations to strengthen governance, build on-the-ground stewardship capacity, support leaders, and catalyze local economies. Diversity, equity, inclusion and justice are central to achieving our conservation mission and we are committed to co-creating a culture that is equitable and a workplace that is diverse, inclusive and safe for all staff, partners, donors, and volunteers.

**WHAT WE CAN ACHIEVE TOGETHER**:
The Executive Assistant & Board Liaison works closely with the Nature United Executive Director (ED), as well as the Nature United Leadership Team, to provide strategic, operational and administrative support and coordination for the Canada program. This position will be responsible for managing the Executive Director’s administrative activities and supporting communications, meetings and projects for the ED and Leadership Team. They will be responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, drafting correspondence, processing expenses, and assisting with the scheduling, arrangement and logistics of meetings and special events. They will communicate on behalf of the ED and will have substantial contact with stakeholders, including members of the board of directors, all levels of staff, donors, and leaders and partners in the business, policy, and conservation communities. They will manage diverse tasks, analyze situations, evaluate alternatives, project outcomes, and implement solutions to improve effectiveness. Duties are often confidential, require discretion, professional judgment, tact and poise and the position has considerable latitude and flexibility in carrying out assigned tasks.

This position will also serve as the Board Liaison and work closely with the Nature United Board of Directors. They will be responsible for all aspects of planning, organizing, and maintaining budgets for Board events, disseminating important information, assembling Board meeting materials, coordinating the onboarding and orientation of new Board members, planning and coordinating meetings for the Board’s committees, taking meeting minutes, and other Board of Directors-related administrative duties.

The Executive Assistant & Board Liaison will also act as a resource and support to other departments for specific tasks, which may include event planning, scheduling meetings, developing documentation, and/or enhancing systems and tools used by the team.

**Responsibilities include**:
**Executive Director Support**:

- Proactively manage Executive Director’s calendar and make travel arrangements, coordinating activities with staff, partners, and donors, as appropriate
- Support the Executive Director by assisting with correspondence, expense reimbursements and other tasks as needed
- Serves as the point person to the Board of Directors on behalf of the Executive Director
- Supports the Canada Program Leadership Team by leadings logistics for meetings/events, preparing meeting agendas, minutes and action lists, manages follow-ups to ensure timely execution
- Maintains confidentiality of sensitive information
- Assumes all responsibilities for supporting and helping to coordinate and implement the Executive Director's outreach, management, and project responsibilities related to the organization's conservation goals
- Manages performance management process for ED’s direct reports, by scheduling meetings as part of the process and ensure deadlines are met to complete the process
- Provides general administrative support to the Canada Program as needed, including logistics for team calls

**Board Management**:

- Manages all logistics for Board meetings, including drafting agenda, creating board packet, keeping minutes, coordinating meeting space, and providing meeting support
- Provides support to Board Chair, Vice Chair and Chairs of Committees, including coordinating committee meetings, setting agendas, taking minutes, and noting action items
- Build strong relationshi