Indiana Executive Assistant & Trustee Liaison

The Indiana Executive Assistant & Trustee Liaison will provide direct administrative support to the Indiana Executive Director and the Indiana Deputy Director, while serving as the primary liaison with Indiana’s volunteer Board of Trustees. Responsibilities include coordination of board activities such as meeting planning, communication, and facilitating staff interactions, as well as supporting trustee committees and assisting with board recruitment, onboarding, and stewardship. This role works closely with Conservancy staff and the Indiana Development team to prioritize and schedule engagements with the Executive Director and donors. Additionally, the position engages with TNC’s Trustee Program and its Trustee Liaison Network for ongoing learning opportunities.

Administrative support tasks include domestic and international travel arrangements, calendar management, drafting correspondence, processing expenses, and coordinating logistics for meetings and special events. The role involves using available systems and resources to maintain, track, and research data, as well as producing and reviewing reports. The Executive Assistant & Trustee Liaison provides guidance on administrative requirements based on extensive knowledge of policies and procedures, offers targeted training for the Director, Deputy Director, and Trustees, and implements processes to improve work effectiveness. This position coordinates activities with multiple variables, sets realistic deadlines, and manages timelines while communicating with staff, donors, vendors, and business relations. As part of the Indiana Leadership team, the role ensures effective communication and information distribution to assist staff and trustees in decision-making, problem-solving, and workflow improvement.

Responsibilities & Scope

• Act independently on assigned tasks, exercising judgment based on analysis and experience; work may not always align with established practices.
• Work within the scope of the program’s strategic goals.
• Coordinate projects with multiple variables, adhering to defined timelines and budgets.
• Handle confidential information with sensitivity.
• Perform non-routine analysis, research, and follow-through.
• Ensure compliance with Conservancy policies and external (donor/legal/IRS) requirements.
• Process purchases, invoices, vendor contracts, and assist with budget preparation.
• Serve as a resource for problem-solving and act on behalf of the manager when instructed.
• May supervise administrative and/or volunteer staff, including training and professional development.
• Provide input for improving existing programs through project teams.
• Refer complex questions or unusual problems to the manager.
• Travel and work flexible hours as needed.
• Occasional travel to preserves and offices across Indiana and the Midwest for meetings, events, and projects.
• Plan quarterly trustees board meetings across Indiana, often involving over 40 attendees.

Requirements

• Bachelor’s degree and 2 years of relevant experience, or an equivalent combination of education and experience.
• Experience generating reports and interpreting data.
• Proficiency in business writing, editing, and proofreading.
• Ability to organize time and manage diverse activities to meet deadlines.
• Experience working across teams and communicating with a wide range of people.
• Strong experience as part of a diverse, multi-disciplinary team.
• Exceptional communication and collaboration skills, with keen attention to detail.
• Comfort adapting to change and providing administrative support to a director and team.
• Experience working closely with and engaging a large Board of Trustees is desired.
• Valid driver’s license and compliance with TNC’s Auto Safety Program.

Pay

The starting pay range for this position is $59,500 - $63,000 for annual base salary (subject to tax withholdings). This range applies to candidates whose country of employment is the USA. Actual pay within this range will depend on factors such as location, qualifications, skills, and experience. Candidates outside the USA will receive a pay range in the local currency based on the local labor market.

Schedule

This is a full-time position based in Indianapolis, Indiana, with remote work available up to 2 days per week.

Benefits

TNC offers a competitive, comprehensive benefits package including:

• Health care benefits.
• Flexible spending accounts.
• 401(k) plan with an 8% employer match.
• Parental leave.
• Accrued paid time off.
• Life insurance and disability coverage.
• Employee assistance program.
• Additional life and work well-being benefits.

Learn more about our Benefits and Perks.