Administrative Assistant / Board Liaison (Remote - USA)

About the Organization: Founded in 1984, the Center for Plant Conservation (CPC) is a nonprofit organization dedicated to safeguarding the rare native plants of North America. CPC serves as a leading authority on science-based plant conservation best practices with the mission to safeguard rare plants by advancing science-based conservation practices, connecting and empowering plant conservationists, and inspiring all to protect biodiversity for future generations. Through collaboration with botanical gardens, government agencies, and other conservation partners, CPC works to ensure the survival of imperiled plant species for future generations. Position Overview: The Administrative Assistant & Board Liaison (AABL) provides administrative support while handling a wide variety of complex administrative detail. The AABL is responsible for assisting the Chief Operating Officer (COO) with event planning and day to day operations and the CEO in daily administrative functions including scheduling, travel coordination, and general office administration. The AABL will also serve as the primary contact for CPC’s 20-person Board of Trustees. The AABL will build strong relationships with members of the Board and their administrative teams to ensure efficiency in scheduling, meeting preparation, and small event coordination. This role will work closely with CPC’s staff to provide support and care to CPC Board members, boarder team and partner organizations. This position reports directly to the COO.

Key Responsibilities

• Note: This list of responsibilities is not exhaustive and may evolve based on organizational needs.

Administrative Support

• Provide administrative support for CEO, including file and record maintenance
• Manage the CEO's calendar and schedule meetings
• Prepare CEO correspondence
• Serve as the primary administrative point of contact for general inquiries; Assist COO in monitoring and responding to inquiries in the general email inbox and manage CPC phone
• Assist COO with coding accounts receivable and payable
• Take minutes at meetings as requested
• Provide general and communications support to CPC Conservation Partners; assist with partner data tracking and contact management; and support partner onboarding, documentation, and meeting coordination.
• Update, implement, and maintain standard operating procedures (SOPs) and support workflow improvements and administrative systems across the organization
• Provide administrative support to CPC staff across departments as needed (scheduling, document preparation, logistics)
• Manage and organize shared files, templates, and internal documentation systems
• Support onboarding logistics for new staff (accounts, scheduling, documentation)
• Other duties as assigned, including contributions to additional projects to support the broader efforts of the CPC Team

Programmatic Support

• Collaborate with the wider CPC Team in planning the CPC National Meeting, including booking hotels, caterers, and shuttles
• Travel occasionally to off-site fundraising events and two-three CPC meetings per year
• Coordinate internal staff meetings, retreats, and team-wide events; Prepare agendas, track action items, and follow up on deliverables

Board Coordination

• Serve as a primary point of contact for board members
• Maintain board calendar, including scheduling and coordinating board and committee meetings, both regular and special meetings
• Manage board logistics, including travel arrangements, event planning, and materials
• Prepare and distribute meeting agendas, materials, and minutes
• Maintain accurate records of board proceedings and governance documents; maintain records of current, former, and Emeritus trustees
• Ensure compliance with board bylaws and policies
• Facilitate communication between the board and staff, ensuring timely and accurate information flow
• Support board engagement and recruitment efforts
• Assist with new board member orientation and onboarding; assist with transitions for retiring board members

Qualifications & Skills

• Bachelor's degree preferred, or an equivalent combination of education and experience
• Minimum 6 years of experience working with Boards of Directors or other executive-level groups
• Minimum 6 years of experience as an executive assistant or similar
• Outstanding communication skills, both written and verbal
• Self-motivated and organized with the ability to prioritize tasks to meet deadlines
• Attention to detail/proof-reading
• Excellent with word processing, spreadsheets and mail merging systems
• Commitment to delivering excellent customer service
• Proficient with Microsoft365 software including Outlook, SharePoint, and Teams apps
• Proficient with video conferencing systems such as Zoom to lead online meetings

Additional Information: This position will operate remotely; the employee’s home address will be used as their official work location for tax and benefit purposes. This position may require the empl Apply tot his job Apply To this Job