Job Details
Reporting directly to the President & Chief Executive Officer (CEO), the Executive Assistant (EA) provides skilled administrative and clerical support to the President and CEO, the Board of Trustees, and other leadership staff. The EA uses considerable tact, diplomacy, discretion, and judgment as s/he is exposed to sensitive often confidential information and facilitates communication on behalf of the CEO both within and outside of the organization.
A positive problem-solver, the EA has responsibility for special projects, supporting board meetings, preparing board packets, and may follow up on projects assigned to managers by the CEO. The EA has excellent communication skills, organizational skills, works well under the pressure of demanding deadlines and multiple concurrent projects, and has a commitment to preserving Yosemite.
This position works closely with all members of the development team, Conservancy and Yosemite National Park leadership, and colleagues based in San Francisco and Yosemite.
Who We Are
We re passionate about Yosemite and about helping people connect with, learn about, support, and take care of the park. As a member of the Conservancy team, you ll be making a difference for Yosemite every day. As the philanthropic partner and cooperating association for Yosemite National Park, we work together to inspire donors, support enriching visitor programs and services, and fund projects that protect wildlife, restore trails and habitat, advance scientific research, and enrich the visitor experience for all.
What You ll Do
The EA works closely with the President & CEO and provides support to the Board of Trustees, and executive and management teams. The EA:
1. Provides administrative support to the CEO, including:
- Help expedite the flow of work through the CEO s office.
- Coordinate the schedule of the CEO and make arrangements for meetings as well as out of area travel.
- Compose and/or edit and send out professional quality letters, emails, memos, and other communications as needed that are harmonious with the mission of Yosemite Conservancy.
- Aid in tracking and processing monthly expense reports for CEO.
- Coordinate donor, partner, and other meetings for the CEO including providing and arranging materials, lodging, meals, equipment, and other needs for on-site meetings.
- Assist in monitoring CEO s voicemail including transcribing messages and other communications for the CEO.
- Assist in regular communications from the CEO to staff, board, partners, and others.
- Provide cross-department support to other staff of the Yosemite Conservancy.
- Maintain board and council files, contact information, website, and archival board materials.
- Other tasks as may be determined in consultation with the CEO.
2. Provides administrative support to the Board and Council, including:
- Communicate with the Board of Trustees and Council Members on behalf of the CEO as needed.
- Coordinates and drafts regular communication updates with Council members, including planning online hot topic sessions with other presenters to engage the members throughout the year.
- Assist in scheduling board meetings, board retreats, board events, and board committee meetings, including arranging for meeting locations, lodging, meals, call-in numbers, and video conferencing websites, reminders, and follow-up.
- Oversee all IT systems used for Board and Council communications. Develop ways to keep board and council connected to the ongoing work of YC.
- Assist in compiling, preparing, and sending and/or emailing board meeting packets as approved by the CEO, including tracking and capturing relevant Yosemite media coverage.
- Prepare materials for and organize logistics including food and beverages for board and council meetings.
- Coordinate activities and meals, attend and manage logistics for twice-annual Council weekends in Yosemite;
- Draft minutes, manage board rosters, committee lists, and keeps the Council intranet portal up-to-date with board minutes and related materials.
- Provide staff support for the Governance and Engagement Committee.
- Share responsibility for retrieving and processing incoming mail to SF office.
- Serve as backup for Donor Services Assistant, who responds to email inquiries and phone calls to SF office and processes mail.
- Research and order Council Member logo wear.
3. Provides administrative support to executive and management teams, including:
- Assist the COO and CFO with administrative duties and mailings.
- Schedule and attend management team meetings, including arranging for call-in numbers and video conferencing websites, reminders, notetaking, and follow-up.
- Gather agenda items for management Team meetings and take/distribute notes from the meetings.
- Schedule and update agendas for monthly all-staff meetings, updating staff information and coordinating presentations.
- Coordinate interdepartmental communications. Take a leadership role with all internal communications and creatively address cross departmental connection.
- Schedule management team retreat, including arranging for meeting locations, meals, call-in numbers, and video conferencing websites, reminders, and follow-up.
- Compile quarterly updates from the management team.
- Assist members of Yosemite Conservancy management team with special projects as needed.
- Assist new executive and management team members in acclimating to Yosemite Conservancy systems.
- Coordinate, produce and edit all reporting for NPS and Board.
- Serves as San Francisco facilities and office manager ensuring a professional and streamlined environment for both staff and visitors.
- Other tasks as may be determined in consultation with the CEO.
Qualifications / Keys to Success
Hard skills:
- Minimum five years experience as a senior-level executive assistant and/or nonprofit staff person, or equivalent experience.
- Possesses a high degree of discretion and excellent judgment.
- Ability to set and meet deadlines and manage multiple tasks simultaneously.
- Capable of independently developing solutions and taking immediate action.
- Demonstrated capacity to positively influence and engage the action of others.
- Exceptional attention to detail, quality, time-management, budget, and organizational skills.
- Proficient with Microsoft Office, Outlook, Teams, Zoom, Adobe Acrobat Pro, and WordPress.
- Raisers Edge database and Hubspot / CRM experience a plus.
Soft skills:
- Superior interpersonal, oral, and written communication skills to publicly represent the President & CEO, the Conservancy s mission and interests.
- Flexible team player who enjoys working with a diverse range of people all levels of Yosemite Conservancy staff, Board of Trustees, government officials, and partner organizations.
- Knowledge of and interest in Yosemite National Park.
- Demonstrated commitment to conservation.
- Commitment to the mission, values, goals, and success of Yosemite Conservancy.
- Sense of humor, positive attitude, and a warm friendly manner to all colleagues, Yosemite Conservancy supporters, and members of the public.
- Willingness to work evenings and weekends in support of events, occasionally in Yosemite National Park or other locations outside the San Francisco Bay Area.
The following is a plus, but not a requirement:
- Possession of a four-year college degree or equivalent work experience.
Working Conditions
- Primarily desk-/computer-based, with regular meetings (in person, or via video or phone).
- Travel to Yosemite several times a year for events, including weekend and evening hours and walking on uneven ground.
- Less frequent, occasional travel to events in locations other than Yosemite and the San Francisco Bay Area.
- Potential to lift, carry, or otherwise move objects weighing up to 30 pounds.
What Else You Should Know
We value diversity among our staff just as we value it among park visitors. As such, Yosemite Conservancy is an equal-opportunity employer, and we comply with San Francisco's Fair Chance Ordinance. We encourage people of all backgrounds to apply to join our team. We especially encourage people of color, LGBTQ+ people, and people with disabilities to apply.
The position is full-time, with core work hours in the San Francisco Office on a hybrid schedule. Occasional travel to Yosemite National Park is expected to meet with park-based staff and attend Council weekends. As such, the role requires travel five to six times per year.
The salary for this position ranges from $80,000 to $85,000, with exact salary depending on experience.
We also offer excellent benefits, including:
- 11 annual holidays and 2 floating personal days
- 100% paid premiums for employee medical, dental, vision, and basic life insurance
- Vacation and sick leave
- Retirement program with 7% contribution (following one year of employment)
- Annual national parks pass
- Stipends to visit Yosemite National Park twice a year
How to Apply
Please send a cover letter and resume in a single PDF file to ...@yosemite.org with the subject line your name -.Executive Assistant