Executive Assistant and Board Liaison

To acquire, develop, and steward land in Greater Seattle to empower & preserve the Black Community.

Vibrant and thriving black communities through land ownership.

ABOUT THE ROLE

The Executive Assistant/Board Liaison position is a critically high-level administrative support position that contributes to the development and achievement of ACLT's strategic goals and objectives and the organization's overall management. This position provides advanced, diversified, and confidential administrative support to the CEO, Development Team, and the Board of Directors. The successful candidate will be a savvy, highly organized administrative professional who loves problem-solving, is flexible and possesses solid technical skills in Office 365, Google Suites, and proficient in prioritizing competing priorities in a fast-paced environment. Some evening and weekend hours are required for the Board meeting and community events.

Typical duties and responsibilities:

• Manage and prioritize the CEO's calendar and scheduling requests with internal and external stakeholders
• Manage, organize and maintain CEO's electronic and paper files, keep accurate records and critical Board and other business documents
• Greet office visitors and serves as the primary office front desk receptionist and primary point of contact on the phone and in-person, as needed.
• Assist the CEO with research and information gathering to address confidential and sensitive issues that often require the use of sound, independent judgment
• Represent ACLT, on behalf of the CEO, with integrity and professionalism when establishing and maintaining working relationships with community leaders, elected officials, community partners, and others encountered during work
• Attend and take minutes at leadership team, all staff, and community meetings
• Manage and assist with meeting support, logistics planning and make event arrangements, including facilities locations, food/refreshments, audiovisual equipment set up, and materials for distribution, with great attention to detail
• Other administrative duties and projects as assigned

• Coordinate calendars and manage meeting schedules for monthly Board meeting and ongoing Board committee meetings
• Assist the CEO with preparing and distributing Board and committee meeting material, agendas, presentations, resolutions, and notices for board and committee meetings and distribute minutes before the next meeting
• Attend monthly evening board meetings, take accurate minutes, maintain board records
• Maintains all Board records, organizational and historical documents; assists board members with meeting support as needed; and maintains discretion and confidentiality in relationships with all board members
• Maintain department and team reports for CEO review and dashboard or similar tracking instrument
• Partner with Operations Manager, Consultants, or Leadership Team to coordinate retreat logistics
• Serve as the primary point of contact with Board members and respond to inquiries on behalf of the CEO
• Attends Board, fundraising, and cultivation events as needed
• Other duties as assigned

• Serve as backup support to the Development Team with writing or editing donor solicitations, communications materials, acknowledgments, and funder reports online and in print
• Provide support to fund development and revenue-generating efforts as needed
• Assist with year-end donor gifts and thank you cards/letters
• Assist the Development Team and Operations Manager with Coordinating logistics for annual fundraising event utilizing staff and volunteers
• Attend and support community events as needed

• Work with CEO, staff, and consultants to develop and implement organizational infrastructure and systems as needed
• Assist with compiling monthly, quarterly, and annual reports
• Represent ACLT at events and meetings as needed
• Support members of the Leadership team on projects as needed
• Other duties as assigned

QUALIFICATIONS:

• 4-5 years of relevant experience
• Two years of experience supporting CEO's or Senior Leadership roles and Boards and CEO with administrative support 
• Administrative degree or equivalent education and experience
• Superior organizational, verbal, written, interpersonal, and communication skills
• Experience coordinating logistics for committees, task forces, or other teams
• Demonstrated high proficiency in Microsoft Office applications (Word, Excel, PowerPoint, and Outlook), Google Docs, and other productivity software (Zoom, Google Meet, Go to Meeting, MS Teams, etc.)
• Solid demonstrated knowledge of office management coordination and implementing efficient office systems
• Must be able to interact with employees (at all levels), community members and have experience working in a fast-paced environment
• Ability to communicate effectively with people of diverse personalities, cultures, and communication styles
• Ability to work independently and with precise judgment in a wide array of situations, keen attention to detail, and take the initiative to problem solve
• Demonstrated ability to manage deadlines; manage competing priorities, and maintain high standards for accuracy and productivity
• Experience with discretion and managing confidential information, and exercising independent judgment, tact, and sensitivity in difficult situations
• Entrepreneurial spirit and growth mindset

Desired qualifications:

• BA degree or equivalent education and experience
• Project management certificate or experience

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 25 pounds at times.

• Complete an ACLT job application - https://www.indeed.com/cmp/Africatown-Community-Land-Trust/jobs?jk=a6c8a741aac9bef1&start=0&clearPrefilter=1
• Attach a resume detailing related experience.
• Attach a cover letter stating your qualifications for the position and your interest in ACLT.
• Application material missing cover letters will not be considered.

ACLT is an Affirmative Action Employer and does not discriminate against any person on the basis of race, creed, religion, sex, sexual orientation, color, national origin, ancestry, familial status, age, disability, marital status, or status with regard to public assistance.