MALT - Executive Assistant
THE POSITION
The Executive Assistant is a full-time, non-exempt position that provides high-level administrative and operational support to the Executive Director and Director of Finance & Administration, while serving as a key partner in supporting MALT's Board of Directors and governance functions. The Executive Assistant helps ensure efficient executive operations, well-run board and committee processes, strong follow-through on administrative priorities, and a well-organized office environment. This position is based in the office three (3) to five (5) days per week and plays a central role in supporting in-person operations, meetings, and organizational coordination.
ABOUT YOU
- Any combination of education and work experience which would provide an opportunity to acquire the knowledge and abilities listed herein. Normally, this would include a 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.
- Highly organized and detail-oriented, with the ability to manage multiple competing priorities, shifting deadlines, and a wide range of administrative and operational tasks with accuracy and good judgment.
- Demonstrated ability to communicate professionally and warmly with board members, donors, staff, partners, vendors, and community members, and to represent the organization with discretion and diplomacy.
- Experience managing complex calendars, confirming meetings, coordinating logistics, and anticipating the needs of senior leaders in order to keep work moving efficiently.
- Ability to handle confidential and sensitive information with a high degree of professionalism, sound judgment, and discretion.
- Experience supporting events, including scheduling, logistics, technology coordination, on-site setup and breakdown, and follow-through on event-related administrative needs.
- Demonstrated 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, support office systems and shared spaces, and create order in an active, mission-driven nonprofit environment.
- Notary Public certification or willingness to obtain certification preferred.
- Commitment to diversity, equity, and inclusion.
- A demonstrated interest in supporting the mission of land conservation, sustainable agriculture, and the West Marin community.
KEY RESPONSIBILITIES | ESSENTIAL FUNCTIONS
Board & Governance Support
- Coordinates all aspects of Board and committee administration, including preparing agendas, compiling and distributing board and committee packets, and maintaining accurate meeting minutes.
- Supports board member onboarding and offboarding, including fall board transitions and maintaining up-to-date board rosters and records.
- Assists with planning and execution of new board member orientation.
- Provides administrative and logistical support for advisory committees.
- Maintains organized, complete, and audit-ready board records and documentation.
- Coordinates logistics for Board, committee, and advisory meetings, including scheduling, room setup and breakdown, and virtual/hybrid meeting technology support.
- Supports Board engagement efforts, including coordination of board gifts and recognition.
Executive Support
- Manages complex calendars for the Executive Director and Director of Finance & Administration, including scheduling, prioritization, and coordination of internal and external meetings.
- Schedules and confirms meetings, ensuring all materials, logistics, and technology needs are prepared in advance.
- Serves as a primary point of contact for internal and external inquiries; responds or routes communications as appropriate.
- Prepares, tracks, and submits mileage and expense reports in a timely and accurate manner.
- Provides general administrative support, including drafting correspondence, preparing meeting materials, and tracking follow-up actions.
Office Operations & Administrative Support
- Supports day-to-day office operations, ensuring an organized, functional, and welcoming work environment.
- Coordinates conference room scheduling and usage, including shared use by organizational partners.
- Assists with office organization, workspace planning, and desk placement to support staff needs.
- Maintains office systems and supplies to ensure efficient operations.
- Supports organizational logistics that require in-office coordination and presence.
Events & Organizational Support
- Assists with planning and execution of organizational events, including logistics, coordination, and on-site support.
- Provides administrative support for gift processing and related tracking in coordination with Development and Finance.
- Supports Land Trust Alliance (LTA) accreditation processes and renewal preparation.
- Maintains or obtains notary certification, as needed to support organizational documentation.
- Provides general administrative support across teams to ensure smooth organizational operations.
COMPENSATION and BENEFITS
This is a full-time, non-exempt position that requires three (3) to five (5) days in the office. When not required in the office, this role will be eligible for remote work.
Hourly Range: $38 - $43
Benefits:
- Health, Dental, Vision Insurance, Life
- Long Term Disability
- FSA Child Care and FSA Medical
- Paid Time Off
- 403 (b); 403 (b) Employer Match
- Employee Assistance Program
- Generous Holidays
