Executive Assistant

Jobtailor; Point Reyes Station (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Jobtailor is seeking a detail‑oriented Executive Assistant to support the Executive Director and Finance leadership in a nonprofit setting. You will coordinate board activities, manage calendars, prepare meeting materials, and ensure governance records are accurate and up to date.

The role involves organizing board packets, tracking follow-ups, and assisting with onboarding for board members and committees. Strong communication and discretion are essential for this position.

Qualifications

• Nonprofit/board support experience preferred, with governance focus.
• Ability to manage multiple priorities and deadlines with discretion.
• Professional communication with board members, staff, donors, and partners.
• Experience organizing agendas, packets, minutes, and records.

Responsibilities

• Provide high-level administrative and operational support to the Executive Director and Director of Finance & Administration.
• Support MALT’s Board of Directors and governance functions.
• Coordinate Board and committee administration, including agendas, packets, meeting minutes, records, and follow-up items.
• Support board member onboarding, offboarding, orientation, rosters, and records.
• Provide administrative and logistical support for advisory committees.
• Coordinate logistics for Board, committee, and advisory meetings, including room setup, breakdown, and virtual/hybrid meeting technology.
• Support Board engagement efforts, including board gifts and recognition.
• Manage complex calendars and coordinate internal and external meetings for senior leaders.

Skills

Calendar Management

Board Coordination

Event Logistics

Professional Communication

Judgment and Discretion

Tools

Google Workspace

Microsoft Office

Virtual Meeting Platforms

Monday.com

Slack

Job description

• Provide high-level administrative and operational support to the Executive Director and Director of Finance & Administration
• Support MALT’s Board of Directors and governance functions
• Coordinate Board and committee administration, including agendas, packets, meeting minutes, records, and follow-up items
• Support board member onboarding, offboarding, orientation, rosters, and records
• Provide administrative and logistical support for advisory committees
• Coordinate logistics for Board, committee, and advisory meetings, including room setup, breakdown, and virtual/hybrid meeting technology
• Support Board engagement efforts, including board gifts and recognition
• Manage complex calendars and coordinate internal and external meetings for senior leaders
• Schedule and confirm meetings and prepare materials, logistics, and technology in advance
• Serve as a primary point of contact for internal and external inquiries
• Prepare, track, and submit mileage and expense reports
• Draft correspondence, prepare meeting materials, and track follow-up actions
• Support day-to-day office operations and maintain an organized, functional, welcoming work environment
• Coordinate conference room scheduling and usage
• Assist with office organization, workspace planning, and desk placement
• Maintain office systems and supplies
• Support organisational logistics requiring in-office coordination and presence
• Assist with planning and execution of organisational events, including on-site support
• Provide administrative support for gift processing and tracking with Development and Finance
• Support Land Trust Alliance accreditation processes and renewal preparation
• Maintain or obtain notary certification as needed
• Provide general administrative support across teams

Requirements

• Any combination of education and work experience which would provide an opportunity to acquire the knowledge and abilities listed herein
• Minimum of three (3) years of progressively responsible experience in an executive assistant, administrative, office management, or similar role supporting senior leadership
• Nonprofit experience and board support experience preferred
• Experience supporting boards, committees, or advisory groups, including coordinating agendas and packets, preparing and maintaining meeting minutes, and managing sensitive governance records and follow-up items
• Ability to manage multiple competing priorities, shifting deadlines, and a wide range of administrative and operational tasks with accuracy and good judgment
• Ability to communicate professionally and warmly with board members, donors, staff, partners, vendors, and community members
• Experience managing complex calendars, confirming meetings, coordinating logistics, and anticipating the needs of senior leaders
• Ability to handle confidential and sensitive information with professionalism, sound judgment, and discretion
• Experience supporting events, including scheduling, logistics, technology coordination, on-site setup and breakdown, and follow-through
• Proficiency in Google Workspace, Microsoft Office (Word, Excel, PowerPoint, etc.), and virtual meeting platforms
• Experience with Monday.com, Slack, donor databases, or related systems preferred
• Ability to maintain organized physical and digital filing systems and support office systems and shared spaces
• Notary Public certification or willingness to obtain certification preferred
• Commitment to diversity, equity, and inclusion
• Demonstrated interest in land conservation, sustainable agriculture, and the West Marin community

Core Competencies

Demonstrates strong administrative and operational support capabilities, including managing complex calendars, coordinating board and committee logistics, and maintaining organized filing systems. Proficient in utilizing Google Workspace and Microsoft Office to enhance office efficiency and support senior leadership.

Highest-signal resume keywords

• Executive Support Experience
• Board Coordination
• Calendar Management
• Event Logistics Support
• Notary Public Certification

ATS Optimization Keywords

Hard Skills

• Administrative Support
• Office Management
• Meeting Coordination
• Document Preparation
• Filing System Maintenance

Soft Skills

• Professional Communication
• Judgment and Discretion
• Organizational Skills
• Interpersonal Skills

Certifications & Qualifications

• Notary Public Certification

Industry Keywords

• Nonprofit Experience
• Board Support
• Land Conservation
• Sustainable Agriculture
• Diversity, Equity, and Inclusion

Tools & Technologies

• Google Workspace
• Microsoft Office
• Monday.com
• Slack
• Virtual Meeting Platforms