Executive Assistant

Hudson Highlands Land Trust (HHLT) is a community-based, nonprofit land conservation organization that protects and preserves the natural resources and scenic beauty of the Hudson Highlands region of New York State, where the Appalachian Mountains cross the Hudson River.

Less than 50 miles north of New York City, this area is rich in biodiversity, providing critical habitat connections for many wildlife species of the Hudson Valley. A place of dramatic scenic beauty, the Highlands attract millions of visitors each year, including over a hundred thousand to the most popular hiking trail in North America, Breakneck Ridge.

Situated close to New York City, with a commuter rail running through it, this region is under persistent development pressure, compounded by the stresses of increasing tourism. HHLT was founded in 1989 to address these issues.

HHLT seeks an energetic, professional, and people-oriented Executive Assistant to plan and implement a range of activities. The Executive Assistant will be the primary support for the CEO, ensuring seamless coordination of daily activities, calendar management, and strategic administrative support. Additionally, the EA will assist other corporate executives as needed. The Executive Assistant will be the primary support for the CEO, ensuring seamless coordination of daily activities, calendar management, and strategic administrative support. Additionally, the EA will assist other corporate executives as needed. This role requires exceptional attention to detail, discretion, and the ability to manage multiple priorities in a fast-paced environment

KEY RESPONSIBILITIES AND DUTIES

Executive Director 60%

• Proactively manage the Executive Director’s calendar, scheduling meetings, travel, and appointments with efficiency and foresight.
• Act as the gatekeeper, prioritizing and screening incoming requests, correspondence, and calls
• Ensure the Executive Director is well-prepared and informed for all engagements
• Coordinate travel arrangements and create trip itineraries for the Executive Director
• Assist with materials needed for presentations and meetings
• Answer telephone and monitor the Executive Director’s voice/email mailboxes
• Coordinate internal and external meetings, including board meetings, committee meetings, and leadership team gatherings
• Office & Project Management
• Organize and prepare materials for operational meetings, ensuring agendas and follow-ups are executed efficiently
• Prepare executive-level presentations, reports, and briefing materials for meetings
• Oversee expense reports, invoices, and financial reconciliation for executive expenses
• Support with HR, legal, and finance document management and executive approvals as needed
• Assist the Executive Director with Board meeting and committee materials
• Assist the Executive Director with research, special projects, and reports

Directors of Land Conservation and Development & Outreach (40%)

• As needed, scheduling of appointments, meetings, and conferences
• As needed, coordinate travel arrangements and create trip itineraries 
• Assist with research, special projects, and reports
• Assist with materials needed for presentations and meetings

In general

• Handle confidential and sensitive information with the utmost professionalism and discretion
• Assist with Board meeting and committee meetings/presentations
• Assist with calendar management, travel coordination, and administrative needs for the executive team
• Take and maintain board and committee meeting minutes
• File Maintenance
• Foster relationships with key stakeholders, both internally and externally
• Manage special projects as assigned, including event planning, and company-wide initiatives
• Attend and assist with HHLT’s events
• Attend HHLT’s recommended conferences and webinars
• Other duties as assigned

HHLT’s COMMITMENT TO EQUITY & INCLUSIVITY

The Hudson Highlands Land Trust values diverse life experiences and perspectives. We encourage people of all backgrounds to apply, including Black, Indigenous, and People of Color; all genders; LBGTQ+; veterans; people with disabilities; and those with diverse experiences with nature.

The Hudson Highlands Land Trust affords all qualified applicants equal employment opportunity without discrimination because of race, religion/creed, color, national origin, sex, gender, age, disability, sexual orientation, military status, predisposing genetic characteristics, victims of domestic violence status or marital status. 

OFFICE LOCATION

HHLT’s office is located at 20 Nazareth Way, Garrison, NY. Some travel throughout the Hudson Highlands and New York City will be required. 

COMPENSATION

This is a full-time, exempt position that reports to the Executive Director. A competitive salary will be commensurate with experience and includes an attractive benefits package. 

This job description is provided for informational purposes only and is subject to revision as organization needs require.

LANGUAGE SKILLS

Must be able to speak, read, write, and understand the primary language(s) used in the workplace; bilingual skills a plus. Ability to read, analyze, and interpret general business information, including but not limited to Organization policies and procedures. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as percentages, tax / accounting data, etc.

REASONING ABILITY

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, or schedule form.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Must be able to remain in a stationary position for a prolonged period of time during a work shift.
• Constantly positions and moves to perform essential job duties.
• Frequently moves material and equipment weighing up to 25 pounds across and around work areas with or without assistance.
• Proper lifting and safety techniques required. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Office work environment: for the most part, ambient room temperatures, lighting and traditional equipment as found in a typical office environment.

Weekly Work Schedule:

Monday – Friday, 8 AM – 5 PM. 

If this position describes your talents and experience, and you know that you can help drive the continued success of our company, then we want to hear from you! Please send your resumé, salary requirement and cover letter telling us why you’re the best candidate for this position.

EOE

• Local Candidates Only.
• No Phone Calls or Third-Party Recruiters.

Disclaimer: HHLT does not accept unsolicited assistance from search firms / employment agencies / third-party recruiters for any of its employment opportunities. Please, no phone calls or emails to any employee of HHLT about this opening. All resumes submitted by search firms / employment agencies / third-party recruiters to any employee at HHLT via-email, the Internet or in any form and/or method without a valid written search firm agreement in place for this position will be deemed the sole property of HHLT; no fee will be paid in the event a candidate is hired by HHLT as a result of the unsolicited referral or through other means.

Pay range: $28 to $32/hr.

• Ability to produce quality materials within tight timeframes and simultaneously manage several projects.
• Outstanding communications skills - both written and oral.
• Poise, confidence, and an ability to handle highly confidential and sensitive information with discretion and integrity.
• Ability to work both independently and as part of a team. 
• High standards of performance/responsiveness and ability to anticipate problems.
• Flexibility and finesse to manage an executive’s schedule. Respectfully represent the Executive Director in communications.
• Excellent organizational and problem-solving skills.
• Superior time management abilities required with an ability to think proactively and prioritize work; Ability to multitask and prioritize multiple events/projects simultaneously, with great attention to detail. 
• Proven mastery of Office applications including Word, Excel, PowerPoint.
• Ability and willingness to learn graphic design software, such as Canva.
• Ability and willingness to learn event management software, such as EventBrite.
• Ability and willingness to master Little Green Light software.
• Valid driver’s license and proof of insurance. Work entails occasional travel to event sites throughout the Hudson Highlands and New York City. (Mileage on a personal vehicle will be reimbursed). 
• Work requires willingness to work a flexible schedule, including occasional evenings and weekends. 

This is a full-time, non-exempt position that reports to the Executive Director and works closely with the other HHLT staff. A competitive salary will be commensurate with experience and includes an attractive benefits package, including:

• Retirement Plan (403b)
• Paid Time Off (Vacation, Sick, Personal & Public Holidays)
• Training & Development
• Health Care Plan (Medical)