Executive Assistant

Position:
Executive Assistant, Full-time

The Land Trust for Tennessee ("LTTN") is a statewide, accredited non-profit land conservation organization with offices in Nashville and Chattanooga. LTTN has protected 137,000 acres through over 460 conservation projects across Tennessee. This full-time position is based in Nashville and offers an impactful, challenging work opportunity at one of the nation’s premier conservation organizations.

The Executive Assistant (EA) provides high-level administrative, operational, and strategic support to the President & CEO. This full-time position serves as the CEO’s primary point of contact with donors, landowners, partner organizations, and the public. The EA is the liaison to LTTN’s Board of Directors, scheduling meetings, preparing agendas, managing communication, reserving meeting locations, and ensuring timely delivery of meeting materials.

The EA exercises keen judgment in a variety of situations, with strong communication skills, organizational skills, and the judgment and ability to realign priorities when needed. The EA must be proactive, anticipating both opportunities and problems early and taking steps to address them. Collaboration, clear communication, a commitment to confidentiality, and professional transparency are essential qualities for success in this role.

Primary Responsibilities:

Executive Support

• Manage the President & CEO’s complex calendar, scheduling meetings, events, travel and reservations, confirming attendance in advance
• Prepare organized briefing materials, agendas, and reports for meetings and presentations
• Draft, edit, and manage certain correspondences on behalf of the President & CEO
• Track priorities, deadlines, and follow-ups to ensure well-timed execution
• Assist the President & CEO in the timely completion of monthly expense reports, credit card reconciliations, and time trackers
• Capture, summarize, and log executive interactions and next steps in Salesforce
• Coordinate logistics for organizational activities in which the President & CEO will play a role

Board of Directors and Stakeholder Management

• Cultivate professional relationships with Board of Directors, committee, and Trustee Council members
• Maintain accurate records, up-to-date contact lists, rosters, and Board term lists for Board of Directors, committee, Board Members Emeriti, and Trustee Council
• Schedule Board of Directors, committee, and Trustee Council meetings, working with the Senior Director of Operations to coordinate date and venue selection
• Track and manage RSVPs to ensure quorum for all Committee and Board meetings
• Ensure all materials are prepared well in advance of meetings
• Work closely with the President & CEO and other senior leadership to provide support for all LTTN Committee meetings, in addition to completing minutes and follow-up from Governance & Nominating and Executive Committee meetings
• Ensure members comply with annual requirements and expectations
• Keep current on key organizational projects and strategic initiatives

Executive Communications

• Assist with talking point outlines, presentations, and public-facing materials in alignment with established organizational voice
• Handle confidential and sensitive information with discretion and professionalism
• Draft, refine, and format written communications for CEO, including updates, award nominations, thank you notes, formal announcements, and other correspondence to internal and external stakeholders
• Screen, prioritize, and respond to inquiries with a high level of professionalism, diplomacy, and a stakeholder-service orientation, this includes phone correspondence to known and unknown people on behalf of LTTN
• Strong situational awareness, with the ability to anticipate needs and respond proactively
• Demonstrated strategic thinking and problem-solving skills
• Ability to follow verbal directions
• Flexibility and resilience
• Strong written, verbal, and interpersonal communication abilities, with an emphasis on grammar

Desired Skills and

Qualifications:

• Bachelor’s degree preferred or equivalent combination of education and work experience
• At…