Regional Administrative Coordinator Job at The Trustees of Reservations in Linco

Who We Are:

Founded in 1891 by a group of visionary volunteers, The Trustees of Reservations (The Trustees) is the nation’s premier conservation and preservation organization. The Trustees’ preserves, for public use and enjoyment, properties of exceptional scenic, historic, and ecological value in Massachusetts. Our properties are open to all, and we thrive by involving as many people as possible in all that we do. We aim to protect special places for future generations to enjoy in perpetuity, and have helped protect more than 50,000 acres, including 27,000+ acres on more than 120 reservations that are open to the public. As a non-profit conservation organization, we are funded and supported entirely by our visitors, supporters, volunteers, and our 100,000 Member households. We encourage you to learn more about The Trustees on our website, www.thetrustees.org.

Posting Information:

Salary/Hourly Rate: $20-$30

Hours per week: 20

Job Classification: Nonexempt, Part-Time

Job Type: Onsite

Location: deCordova Sculpture Park and Museum, Lincoln, MA

What You’ll Do:

Your Impact:

Are you looking to deliver organizational and project-based support to key leaders at the Trustees? You will be working directly with the Museum Director, Metro West, and Regional Vice President, Metro West. You will be 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 Role:

As a Regional Administrative Coordinator, you will coordinate communication, scheduling, and event logistics for deCordova’s governance community, while also providing operational support and day-of leadership for internal property events as requested. You will manage the museum office space for the property operations and curatorial teams and prepare 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 promptly. You will track outstanding tasks and budgets. Limited travel may be required.

Specifically, you’ll:

• Manage 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.
• Participate in and supporting the planning and execution of events, meetings, and other hospitality as the representative of the directors’ offices, working in support of the internal events manager and relevant departmental staff from across the organization.
• Assist the directors in tracking projects, priorities, and deadlines, providing forewarning of potential conflicts and time-management issues.
• Serve as principal liaison between statewide governance managers, arts directors, and governance committee members as it relates to the administration of individual committees and governance issues.
• Coordinate governance committee meetings, including, but not limited to, preparing meeting agendas, minutes, packets, and correspondence.
• Monitor and determine appropriate charges, coding invoices to maintain expense continuity within budgets, and communicating with PowerPlan and the Finance team accordingly.

This is a part-time, nonexempt position (20 hours/week) reporting directly to the Regional Vice President, Metrowest.

Requirements

What You’ll Need:

Skills and Experience:

• Required:
• 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.
• 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, PowerPoint, 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.

• Preferred:
• Experience writing, editing, and sending executive communications.

Eligibility Criteria:

• Current authorization to work in the United States – a candidate must have such authorization by his or her first day of employment.
• A satisfactory criminal background (CORI) check.

Don’t quite have all the skills and experience listed above? We still want to hear from you! Research shows that historically marginalized groups are less likely to apply if they do not meet every single requirement. We are committed to building a diverse team and encourage you to apply even if you are missing some of the skills and experience above.

Want to learn more? Set up an informational call with a member of our People Team by emailing people@thetrustees.org.

Benefits

Your Benefits:

• Sick time: 80 hours (prorated)
• Reciprocity: Employees have access to free and discounted admission and membership to more than 50 nearby museums and cultural institutions.

• Discounts: Enjoy free entry to all Trustees properties, discount event tickets, and discounted merchandise at our stores and on stays at our inns. 

Equal Opportunity and Diversity:

The Trustees is a proud equal opportunity employer and does not discriminate against any protected status including, but not limited to, age, race, ethnicity, sex, gender, sexual preferences, nation of origin, religion, or disability status and strongly encourages applications from people of color, persons with varying abilities, women, and LGBTQ+ applicants. We aspire to reflect and effectively serve the residents and communities of Massachusetts, who are at the core of our mission.

The Trustees’ commitment to advancing the organization’s vision for this work may be found here: Diversity, Belonging, Inclusion and Equity.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.