Executive and Board Assistant

Supervisor Title: President & CEO

Location: Phoenix, AZ

Job Summary:

NTCIC is currently seeking an Executive & Board Assistant who will directly support its President & CEO and its Board of Directors. In this critical role, you will be the primary point of contact for both internal and external stakeholders regarding all matters related to the organization’s executive functions.

The ideal candidate for this position possesses the following key attributes:

Superior Diplomacy. You must be able to navigate complex relationships with tact and diplomacy, especially when interacting with senior management, the Board of Directors, policy makers, investors, and other financing parties.
Organizational Skills. Effective coordination and organization are essential. You’ll manage various tasks, ensuring seamless operations within the executive office.
Exceptional Communication. Clear and concise communication is vital. Whether handling internal matters or engaging with external stakeholders, your ability to convey information accurately is crucial.
Analytical & Problem-Solving Abilities. You’ll encounter diverse challenges. Strong intuition and analytical skills will help you quickly assess situations and develop effective solutions.
Sound Judgment & Reasoning. Making informed decisions is critical. Your judgment and reasoning abilities will guide you in prioritizing tasks and addressing urgent demands.
Timely Follow-Up. Consistent follow-up ensures that tasks progress smoothly. You’ll need to be able to switch gears quickly without losing focus on important details or deadlines.
Customer Service & Stakeholder Management. A predisposition toward exceptional internal and external customer service is essential. You must be able to build positive working relationships with key stakeholders who contribute to NTCIC’s success, as part of a team that is diverse and geographically distributed.

Join NTCIC in this impactful role, where your contributions will shape the organization’s executive functions and foster its growth.

The National Trust Community Investment Corporation (NTCIC), a subsidiary of the National Trust for Historic Preservation, is a mission-driven, impact investment asset management firm focused on the adaptive reuse of historic properties and renewable energy solutions across the country. Founded in 2000, NTCIC makes transformational impact investments in low-income & disinvested communities, promoting a brighter more equitable future by revitalizing historic properties and expanding our nation’s renewable energy accessibility through innovative community development & tax credit investment strategies.

Duties:

Executive Office Support

Central Point of Contact. As the primary liaison between the President & CEO and internal and external stakeholders, you must be adept at managing and prioritizing incoming inquiries (via email, phone, etc.) on behalf of the President & CEO and handling requests for his time and attention.
Schedule Management. Efficiently manage the President & CEO’s schedule, optimizing his time, energy, and overall effectiveness. Adapt to last-minute changes and coordinate domestic travel arrangements.
Written Correspondence. Draft and revise written correspondence, including emails, memos, and reports. Provide editing assistance for outward-facing communications, particularly marketing materials and public statements.
Follow-Up Facilitation. Proactively follow up on critical milestones, action items, and deliverables from Management and Board of Directors meetings.
Data Management. Maintain the President & CEO’s paper and electronic filing systems, staying current on enterprise data management technology. Must be familiar with Microsoft Teams, OneDrive, and SharePoint collaboration tools.
Meeting Coordination. Organize both on-site and off-site meetings, arrange conference calls, prepare meeting materials, ensure timely follow-ups, and provide administrative support for Senior Management Team meetings. Facilitate communication among team members between meetings and optimize calendars to address common meeting demands.
Administrative Support. Track business expenses and maintain Salesforce contacts for the President & CEO. Provide other administrative assistance, including document preparation, travel arrangements, and expense reports for other senior managers who do not have administrative staff, upon request.

Board Support

Meeting Preparation. Direct the preparation process for Board of Directors meetings. Collaborate with staff members on site selection, timelines, agendas, materials, and logistics. Prepare meeting minutes and ensure timely follow-up.
Onsite Management. Handle onsite aspects of meetings, including meeting rooms, audiovisual setup, and accommodations.
Nominations Process. Manage the annual Officers and Directors nominations process.
Onboarding Support. Oversee the annual update of onboarding materials and logistics for new members of the Board of Directors, including creating and implementing a board training program.
Board Portal. Maintain the online portal for the Board of Directors, updating dashboards, meeting dates, uploading materials, and obtaining voting approvals.
Administrative Assistance. Provide administrative support to members of the Board of Directors, including scheduling and travel arrangements.
Profiles & Governance. Keep an up-to-date profile for each member of the Board of Directors, track committee composition, and maintain key governance documents.

Qualifications:

A bachelor’s degree and 5-10 years of Executive Assistant experience
Expertise in Microsoft Office suite of software products, including Outlook, Word, Excel, PowerPoint, Teams, OneDrive, and SharePoint
Excellent organizational skills and efficient work management skills
Polished written/verbal communication skills and professional telephone and video-presence
Ability to balance demands of President & CEO with the constraints of ever-changing schedules
Ability to work well under pressure, excellent interpersonal skills, and a cheerful disposition
Ability to travel domestically for up to three days, periodically, with reasonable notice.

Pay & Benefits

Salary Range: $70,000-80,000

The position requires in-office presence at least two days a week (from the AZ satellite office) when the President & CEO is not traveling, and otherwise allows for remote work.

This is a full-time, exempt-level position, eligible for full benefits, including health, dental, life insurance, retirement benefits, and 3+ weeks of vacation, plus sick time and holidays.

National Trust Community Investment Corporation (NTCIC) and NT Solar offer a progressive work environment, competitive pay, and an excellent benefits package, including medical, dental, vision, paid time off, life/disability insurance, commuter flex accounts, and a 401(k). NTCIC is an equal opportunity organization and does not discriminate based on race, color, religion, national origin, sex, age, sexual orientation, veteran status, or disability. NTCIC actively seeks opportunities to include members of these groups in its programs and activities.

National Trust Community Investment Corporation and NT Solar are equal opportunity organizations that do not discriminate on the basis of race, color, religion, national origin, sex, age, sexual orientation, veteran status, or disability. NTCIC and NT Solar actively seek opportunities to include members of these groups in their programs and activities.