Executive Team Assistant

Position: Executive Team Assistant

Reports to: Susan Arnold, AMC Interim CEO and President

Location: AMC HQ, 10 City Square Boston, MA

Remote Eligible: Hybrid structure; presence may be required for in-person meetings and events and to support office duties

Founded in 1876, the Appalachian Mountain Club (www.outdoors.org) is the oldest conservation, education and recreation organization in the United States.  The AMC fosters the protection, enjoyment, and understanding of the outdoors.  The AMC encourages the involvement of all people in its mission and activities, through its membership, programs, policies, and procedures.

The Executive Team Assistant is responsible for managing the day-to-day Executive Office administration, organizing Leadership Team discussions, and helping the President & CEO advance key projects and initiatives. Understanding the nuances and demands of an active, committed, and fun Executive Team will help the coordinator excel. Responsible for the establishment and ongoing execution of Executive Office functions and administrative support to the CEO and AMC leadership. 

What you’ll be doing: 

• Manage the day-to-day Executive Office administration: 
  1. Maintain the President & CEO’s schedule – balancing travel, meetings with staff, board, and volunteer leaders, and other demands.
  2.  Prioritize requests and ensure the President’s time is used effectively and efficiently toward fulfilling AMC’s mission. 
  3. Coordinate with other departments to make sure that executive meetings and follow-up are supported and used to further mission goals. 
  4. With discretion and persistence, assist the President in setting up meetings with key supporters or potential supporters. 
  5. Draft and review letters, email responses, memos, agendas, staff communications and other materials on the CEO’s behalf.
  6.  Monitor Executive Office budget and work with President & CEO and Finance Team to update forecasts. 
• Serve as coordinating liaison to the AMC Board of Directors:
  1.  Organizing all aspects of Board of Directors meetings including the annual Board retreat (logistics, materials, food and lodging) and the annual Business Meeting, and supporting board committees and working groups as needed. 
  2. Work closely with CEO and board officers to develop board meeting agendas and confirm materials. 
  3. Coordinate onboarding new board members and creating new board committees.
  4. Provide support and participate in various Board and staff committees on behalf of the Executive Office.  
• Coordinate and help the President & CEO run Leadership Team meetings and retreats. 
  1. Serve a key role in maintaining meeting best practices including but not limited to developing meeting agendas, taking and distribution of meeting minutes, coordinating follow up on action items, and drafting meeting summary for wider community circulation. 
• In conjunction with AMC’s Chief Financial Officer, maintain and manage key corporate and often confidential records for the organization and coordinate certain governance practices including compiling Board of Directors and committee materials, disclosure statements, legal agreements, correspondence, policy statements, compliance records, demographic information, etc.  
• In conjunction with the AMC’s Chief Development Officer, support the President & CEO’s fundraising, board nominations, and Board of Advisors activities. Work closely with the Development Team to schedule donor meetings and process outtakes. 
• Be a collaborative project participant and manager.
  1. Lead Executive Office Projects that advance the team’s ability to support the rest of the organization. 
  2. Serve as the Executive Office representative on internal projects. 
  3. Perform reporting analysis and progress against milestones.  

What we’re looking for: 

• High school diploma or GED required along with experience supporting a senior executive or with project and/or operations management. 
• Outstanding attention to detail, editing, and proofing skills and a facility for coordinating complex tasks with precision. 
• Excellent interpersonal, time management and organizational skills with the confidence and ability to be a collaborative thought-partner on the Executive Office Team. 
• Experience with event planning, project coordination, nonprofit management, meeting facilitation, and communications preferred. 
• An ability to collaborate, multi-task, and work independently. An aptitude for redirecting lower priority requests in a friendly manner while insisting upon timely completion of higher priority tasks for the leadership.  
• A commitment to AMC and its mission along with a sincere interest in helping the organization and its leadership succeed. 
• An interest in working within a friendly, relaxed atmosphere where a sense of humor is appreciated alongside a commitment to meeting the highest standards of professionalism.
• An ability to manage confidential or sensitive matters with discretion and tact, and exercise sound judgment.
• Experience with Microsoft Office (including PowerPoint) and Customer Relationship Management software. 
• You’re a positive influence and energy and view your role as critically important
• You bring a commitment to creating an equitable, inclusive, and culturally relevant environment for AMC employees, guests, visitors, volunteers, and other constituents
• You’re passionate about AMC’s mission!

Compensation and benefits:

Salary Range: $50,000-$65,000

Group Health Plan: 73.2% employer paid  

Optional Vision Insurance                                          

Optional Dental Insurance                                                     

Group Life Insurance: 100% employer paid                        

Long Term Disability Insurance: 100% employer paid              

Matching 403(b): 4% with vesting schedule

Vacation: Four weeks accrued each year to start 

Holidays: Up to ten paid holidays per year

Free use of AMC Destinations

Free annual AMC membership

Prodeals discounts on equipment and gear

To Apply: 

Please include a resume and cover letter. No phone calls please.

AMC welcomes all qualified candidates to apply and we invite the full participation of all individuals currently underrepresented in the outdoor community. This includes, but is not limited to, individuals from racially and or ethnically diverse communities, individuals with disabilities, individuals from LGBTQ communities, and individuals who experience intersectionality with one or more of these identities. 

Staff will be required to show proof that they are fully vaccinated against COVID-19 as a condition of employment. The AMC will consider an exemption from the vaccine requirement if they are unable to get vaccinated due to a qualifying medical disability or a sincerely held religious objection. An accommodation or exemption from the vaccine requirement will be considered if one is available that would not pose a direct threat to others in the workplace and would not create an undue hardship for the organization.

The Appalachian Mountain Club has zero tolerance for child abuse or placing children in danger. The AMC requires all employees who work in a program or facility which serves children, disabled persons, or the elderly to have a criminal background record check performed on their name annually with employment contingent upon satisfactory results.