Position Title:                  Executive Assistant to the President and CEO                    

Reports To:                      President & CEO, working closely with Executive Vice President & Chief of Staff, and Executive Vice President, Programs on Board Liaison responsibilities

Department:                   Executive

Salary Range:                   $90,000 - $100,000

Location:                          NYC HQ, Midtown Manhattan (5 days per week in office) 

FLSA Status:                     Exempt

About the Open Space Institute

Founded in 1974, the Open Space Institute (OSI) is a national leader in land protection that creates connections to nature and the outdoors for all people. Over the half century, OSI has protected more than 2.5 million at-risk, irreplaceable acres of forests, wetlands, and shorelines across the North American Eastern Seaboard. Expanding in both scope and size, OSI employs entrepreneurial spirit, determination, and expertise to protect the land that matters most – to preserve clean drinking water; improve the public’s access to parks, public trails, and greenways; save at-risk wildlife habitat; strengthen communities; and to combat climate change and mitigate its effects. 

The Open Space Institute is deeply committed to equity in our field and our organization. We are working to address systemic inequities that exclude people from the many benefits that land provides. And we’re building a team and culture within OSI that reflects the true diversity of the communities we aim to serve.

Position Summary

The Executive Assistant to the President and CEO provides direct administrative support for the President & CEO (CEO) and keeps communication and events between the Board, committees and staff running smoothly.

This position plays a vital role in supporting the CEO by managing calendars, coordinating both in-person and virtual meetings, assisting with itineraries and agendas, organizing travel, and handling sensitive communications. Additionally, this role serves as a key liaison to the Board of Trustees, facilitating effective communication, organizing meetings, and maintaining corporate records. The position also involves coordinating logistics for organizational events and providing administrative support across various needs.

The ideal candidate will be highly organized, adept at managing multiple priorities, and skilled in handling confidential information while fostering strong relationships across the organization.

Primary/Essential Responsibilities & Duties 

Supporting the CEO (60%)

• Coordinate, organize and assist with correspondence and staff and board communications.
• Coordinate and maintain the CEO’s schedule; plan, implement, and arrange travel. 
• Coordinate and maintain meeting materials, ensuring all necessary documents are prepared in advance.
• Organize and distribute meeting notes, making sure they are accessible to all relevant parties.
• Handle incoming phone calls and messages with professionalism, courtesy, and discretion, ensuring they are appropriately screened and directed.
• Prepare and manage the CEO's expense reports, ensuring accuracy and timely submission.
• Maintain CEO’s Board documents, including minutes for the quarterly Board meetings and various Board Committee meetings. 
• Review, proofread, edit, and revise documents as directed by the CEO.
• Maintain the CEO’ s contact and email distribution list.
• Maintain awareness of current organizational transactions, CEO priorities, and organization strategic plan.
• Manage and address sensitive, confidential, and fiduciary/material matters with the utmost discretion and professionalism.
• Coordinate and maintain calendar of events the organization is invited to, attends and/or supports.
• Support OSI’s relationship with public agencies and offices.
• Be available to the CEO outside of regular office hours from time-to-time, as reasonably needed, to support time-sensitive or urgent matters.

Liaison with OSI Board (30%)                                  

In coordination with both the Executive Vice President & Chief of Staff, and the Executive Vice President of Programs:

• Ensure that all relevant information is communicated to Board.
• Plan, oversee, and coordinate all logistics for onsite and offsite Board and committee meetings and activities, including annual board retreat. 
• Ensure that OSI Board and committee meetings occur in timely manner, and that affiliate board meetings occur, and meeting minutes are accurate.
• Work with Legal and Finance Departments to maintain corporate records, manage board compliance documents and training, and ensure minutes are complete and recorded.
• Take and generate meeting minutes for certain committees.
• Maintain Board distribution lists and contact information,
• With the CEO and senior staff, coordinate and prepare Board packages four times per year and packages for Board Committees as needed.
• Maintain Communications with Board – including invitations, logistical information, intranet, and meeting materials.
• Provide key information to staff regarding upcoming Board related meetings and events. 

Additional Logistical and Administrative Support (10%)

• Create and maintain organization-wide corporate calendar. 
• Assist in the preparation for OSI events as needed, including offsite meetings, trainings, and retreats (usually 3 or 4 each year), ensuring all logistics are effectively managed.
• Provide administrative support to OSI staff as needed. 

Please note: If you do not wholly meet the qualifications but believe you are otherwise well-suited to meet the needs of this position, we encourage you to apply.

Required Skills/Competencies

• A commitment to racial equity and justice, with an understanding of how these principles impact organizational culture and practices.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook). Familiarity with board management software and other collaboration tools is a plus.
• Exceptional verbal and written communication skills, with the ability to produce clear and concise meeting minutes, reports, and correspondence. 
• Must be adept at interacting with a wide range of stakeholders, including senior executives, board members, and external partners.
• Highly organized, with the ability to manage multiple priorities simultaneously and ensure that all tasks are completed accurately and on time. Attention to detail is critical.
• Strong interpersonal skills, including the ability to build relationships and trust across diverse groups. Must be able to handle sensitive and confidential information with discretion.
• Ability to anticipate potential challenges and proactively develop solutions. Must be capable of working independently and making decisions that align with organizational goals.
• Strong service-oriented approach, with the ability to respond to inquiries and requests from colleagues, partners, and stakeholders in a timely and professional manner.
• Ability to maintain and protect sensitive and confidential information.
• General knowledge of non-profit and/or environmental issues is beneficial.

Required Experience 

• A minimum of five years providing administrative and operational support at the senior executive level.
• A minimum of five years acting as a liaison with a board of directors, including organizing board meetings, taking minutes, and ensuring compliance with governance requirements.
• Experience in planning and coordinating meetings and events, including logistical arrangements for both onsite and offsite meetings.
• Experience managing multiple, concurrent projects with tight deadlines, demonstrating the ability to prioritize tasks and manage time effectively.
• Experience in a nonprofit or similar mission-driven organization is beneficial.

Physical Requirements

• Frequently sits for long periods of time
• Frequently speaks, reads, writes and uses a computer keyboard 
• May require occasional standing, walking, lifting, stooping, bending, moving files

This job description is not intended to represent a complete, comprehensive list of all duties and responsibilities that may be required in this position.  There may be unplanned activities and other duties as assigned.

This is primarily an onsite position, with limited flexibility to work from home. Our office is located in midtown Manhattan.

Apply at https://www.openspaceinstitute.org/careers. You will be asked to submit your resume and a cover letter. 

Applications will be reviewed on a rolling basis through October 31, 2024, with earlier submissions receiving priority consideration. You will receive an acknowledgment once your application has been submitted, and we will contact you if we would like to schedule an interview.

OSI is committed to providing a competitive compensation package. The salary for this role ranges from $90,000 - $100,000 depending on the candidate’s skill level and experience in relation to this role. The recruiting team is committed to sharing details regarding compensation based on the candidate's qualifications during the interview process. OSI provides a benefits package that exceeds market standards, including comprehensive medical, dental and vision insurance, generous paid time off, life and disability insurances, retirement plan, professional development assistance, and other resources designed to support the passion, commitment and energy that is vital to our team members.

OSI is an equal opportunity employer and is actively recruiting a diverse workforce. Land conservation benefits all people.  Our mission is best advanced by the contributions and leadership of people across varying identities, including racial, gender, spiritual, and cultural. We are committed to cultivating an inclusive work environment that fosters belonging and we look for future team members who share that same value. We encourage applications from candidates whose identities have been historically under-represented in the environmental movement. 

We do not discriminate in hiring or employment on the basis of race, color, religion, gender, gender identity or expression, marital status, sexual orientation, national origin, citizenship, age, disability, height, weight, veteran status, or any other characteristic protected by federal, state, or local law.  We consider qualified applicants with arrest/conviction records for employment.