Executive Assistant

Teton Science Schools is a leading non-profit organization dedicated to connecting people to nature and place through education.

We are seeking a highly organized, proactive, and discreet Executive Assistant to provide comprehensive support to our Executive Director. This pivotal role requires an individual who thrives in a dynamic environment, possesses exceptional communication skills, and is deeply committed to the mission of Teton Science Schools.

Position Summary:

The Executive Assistant serves as the primary point of contact for the Executive Director, managing a wide range of responsibilities that ensure the efficient operation of the executive office and the seamless flow of communication with internal and external stakeholders. This role demands a high level of professionalism, independent judgment, and the ability to handle confidential matters with the utmost discretion.

Key Responsibilities:

• Calendar and Schedule Management: Expertly manage the complex calendars of the Executive Director and various board committees, including scheduling meetings, prioritizing appointments, coordinating logistics, and proactively identifying and resolving conflicts.
• High-Level Communications: Draft, edit, and proofread high-quality communications, including correspondence, reports, presentations, and other materials for board members, key donors, external partners, and other stakeholders. Ensure all communications reflect the professional standards and voice of Teton Science Schools.
• Report Compilation and Analysis: Compile, organize, and analyze data to prepare comprehensive reports, summaries, and presentations for the Executive Director and Board.
• Board Meeting Management: Prepare and distribute board meeting agendas, minutes, and supporting materials. Coordinate all logistical aspects of board meetings, including scheduling, venue arrangements, and catering. Serve as a liaison between the Executive Director and the Board of Directors.
• Major Gift Fundraising Support: Provide administrative and logistical support for major gift fundraising initiatives, including preparing donor correspondence, managing donor records, coordinating donor meetings, and assisting with cultivation and stewardship efforts.
• Confidentiality and Discretion: Maintain strict confidentiality regarding all sensitive information, discussions, and documents related to the Executive Director, Board, donors, and the organization’s strategic initiatives.
• General Administrative Support: Perform a variety of administrative tasks to ensure the smooth functioning of the executive office, including managing records, coordinating travel arrangements, processing expenses, and overseeing office supplies.
• Special Projects: Support the Executive Director on special projects and initiatives as assigned, conducting research, gathering information, and preparing summaries.
  nternal Events Planning:
• Other Tasks as Assigned

Qualifications:

• Bachelor’s degree preferred, or equivalent experience.
• Exceptional organizational and time management skills with a proven ability to prioritize and manage multiple tasks simultaneously in a fast-paced environment.
• Superior written and verbal communication skills, with a keen eye for detail and accuracy.
• Strong interpersonal skills with the ability to build rapport and work effectively with diverse individuals, including board members, donors, staff, and external partners.
• Proactive, resourceful, and capable of working independently with minimal supervision.
• High level of discretion and integrity in handling confidential information.
• A genuine interest in and commitment to the mission and values of Teton Science Schools.

Preferred Qualifications:

• Proficiency using SalesForce, Google Suite, Microsoft Office
• Graphic design and presentation creation skills
• Spanish fluency a plus

This job description is not meant to state or imply that these are the only duties performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their manager in compliance with federal and state laws.