Executive Administrator

Job Title: Executive Administrator 

Reports to: Executive Director 

Status: Full Time, Exempt (12 Month Limited Term) 

Want to play your part in protecting our local communities from the impacts of climate change? Ready to roll up your sleeves to help achieve tangible results? Want to be part of a talented, deeply committed, and national award-winning conservation organization? Then please read on!   

Sonoma Land Trust (SLT) is looking for someone with exceptional organization skills, discretion, and the ability to manage multiple priorities, in a fast-paced, mission-driven environment.  

You are encouraged to apply if you:  

• Work independently, take initiative, and meet deadlines consistently.
• Are able to foster strong collaborative relationships with co-workers, teams, board members, and partner organizations.
• Have experience managing events involving leadership, board members, staff, or donors.

SLT serves a diverse audience with broad cultural heritages, socioeconomic backgrounds, genders, and orientations. We encourage applications from candidates who reflect and value the audiences and populations we serve. 

Overview

The Executive Administrator is a vital contributor to the mission of Sonoma Land Trust. This role ensures the Executive Director can focus on strategic priorities by providing administrative, workflow, and project management support, especially in the areas of Board Liaison and Leadership Team management.  

Primary Responsibilities

Executive Director Support 

• Manages executive office workflow through calendar management and tracking project milestones.
• Optimizes the Executive Director’s overall schedule and efficient use of their time.
• Works closely with the Executive Director in running the administrative functions of the executive office.
• Assists the Executive Director with special projects.
• Maintains processes, resources, and tools for executive team efficiency and communication.
• Participates in Major Gifts meetings.
• Collaborates with the Philanthropy and Operations departments on logistical support of donor, board, and staff events and workshops.

Board Liaison

• The Executive Administrator ensures that there is a timely flow of communication and follow-up on board activity and interactions.
• Manages board engagement through coordination of board meetings, educational field trips, workshops, and celebrations.
• Provides administrative support to the Board Affairs Committee including recruitment administration, onboarding new directors, maintaining the Board Manual and training materials, meeting participation, and follow-up.
• Supports the Executive Director and the Director of Finance and Administration in coordinating statutory and legal documentation of board actions, including board packets, meeting minutes, agendas, resolutions, and governance documentation.
• Under the direction of the Executive Director, assembles, reviews, and proofs board packets, written reports, and presentations.
• Facilitates the board’s work through the logistical coordination of scheduling, communications, and maintaining the Board Portal.

Qualifications

SLT encourages candidates with diverse backgrounds, experience, and transferrable skills to apply.  A candidate’s relevant experience should include a mix of the following:  

• A bachelor’s degree OR equivalent experience demonstrating personal achievement.
• A minimum of two years of demonstrated experience working with non-profit organizations, governmental agencies, or businesses, supporting complex projects.
• Excellent organizational skills, proofreading skills, and attention to detail.
• Outstanding written and verbal communication skills.
• Demonstrated ability to work independently, take initiative, prioritize assignments, problem-solve, and meet deadlines.
• Exceptional interpersonal skills, including the ability to exercise sound judgment, tact, and confidentiality.
• Ability to foster strong collaborative relationships with co-workers, teams, board members, and partner organizations.
• Thrives in a fast-paced environment.
• Experience managing events involving leadership, board members, staff, or donors.
• High proficiency in the Microsoft Office suite of applications (Word, Outlook, PowerPoint, Excel, Teams) and familiarity with the cloud-based applications Zoom, Box and DocuSign.
• The ability to work flexible hours, including an occasional weekend or evening event.
• A valid driver’s license.

Schedule, Salary & Benefits

This position is full-time, 40 hours per week, exempt status. It is also a 12-month limited term position. 

Salary starting at $86,000 commensurate with experience. Benefits include generous employer contributions to medical, dental and vision insurance plans. Employer contribution to retirement plan after 1 year of employment. Paid time off includes 15 paid holidays, paid vacation based on tenure and personal and parental leave in accordance with SLT policies and procedures.  

This position is located at the Sonoma Land Trust office in Santa Rosa, California. Staff are working in a hybrid model. Some field work required.  

About Sonoma Land Trust

Sonoma Land Trust works in alliance with nature to conserve and restore the integrity of the land, with a focus on climate resiliency. The organization is also committed to ensuring more equitable access to the outdoors. Since 1976, the non-profit Land Trust has protected over 60,000 acres of scenic, natural, agricultural and open land for future generations. Sonoma Land Trust is accredited by the Land Trust Accreditation Commission and was the recipient of the 2019 Land Trust Alliance Award of Excellence. For more information, please visit the Sonoma Land Trust website. 

We are passionate about building and sustaining an inclusive and equitable working environment that is representative of the communities we serve. We know that having varied perspectives leads to better outcomes to solve the complex problems of conservation, climate change and environmental justice in Sonoma County. 

And to best serve the people of our community, we are taking the actions outlined in our Diversity, Equity and Inclusion (DEI) Plan. 

Sonoma Land Trust is an Equal Opportunity Employer

We strive to create a diverse and inclusive organization and encourage applicants from all cultures, races, colors, religions, national or regional origins, sexes, ages, disability status, sexual orientations, gender identities, military or veteran status or other status protected by law.