Administrative Coordinator

Summary

The Administrative Coordinator oversees daily office operations including vendor management, facilities coordination, and reception services. The role provides comprehensive executive administrative support to the CEO and Senior Leadership Team (SLT), including calendar management, meeting coordination, travel arrangements, and confidential project assistance. Additionally, the position encompasses board liaison responsibilities including meeting coordination and governance support, staff event planning, and ensures compliance with various documentation and reporting requirements.

Organization Values
All employees of the Minnesota Land Trust are expected to embrace the ideals of our organization values and incorporate our values into their ongoing work. All employees should be familiar with the current values statement.

Duties and Responsibilities

Office Management – 30%

The Administrative Coordinator manages the day-to-day needs of the Land Trust offices. (In-office duties below refer to the Saint Paul office.)

Oversee vendor relationships and contract administration for office services including cell phones, equipment leasing, transportation, security systems, facilities maintenance, and other operational services. Negotiate renewals and ensure compliance with service agreements.
Provide professional front desk services including greeting visitors, managing incoming calls and emails, and responding to general inquiries. Maintain welcoming and efficient reception area.
Maintain and coordinate shared calendars for staff, board members, committees, and organizational meetings. Ensure scheduling accuracy and resolve conflicts to optimize meeting coordination.
Ensure the office is well-maintained and supplied for employee work: procure office and kitchen supplies and serve as primary point of contact with building management for maintenance requests, cleaning services, and other building-related services.
Manage daily mail operations including retrieval and dispatch of correspondence and packages. Distribute incoming mail to appropriate personnel and digitize essential documents for remote team members. Log incoming donations and payments to ensure proper financial controls. Monitor and replenish postage meter funds to support uninterrupted mail services.
Source and purchase refreshments and catering items for office events and meetings. Coordinate procurement timing with event schedules and ensure cost-effective purchasing while maintaining quality standards for all office hospitality needs.
Review and authorize invoices, credit card charges, and expense reports within designated budget authority. Ensure expenditures align with approved budgets, verify proper documentation and coding, and maintain compliance with organizational financial policies and approval workflows.

CEO and Senior Leadership Support – 25%

The Administrative Coordinator provides comprehensive administrative support to the CEO and Senior Leadership Team (SLT), serving as a key liaison between executive leadership and internal/external stakeholders.

Manage the CEO’s calendar, schedule appointments, and coordinate meetings with internal staff, board members, donors, partners, and external stakeholders. Proactively resolve scheduling conflicts and ensure efficient use of executive time.
Draft, edit, and prepare correspondence, reports, presentations, and other documents on behalf of the CEO. Ensure professional quality and timely delivery of all communications.
Support Senior Leadership Team meetings as requested including sending agendas and materials in advance, record accurate meeting minutes, and track action items to ensure follow-through on decisions and assignments.
Handle confidential and sensitive information with discretion, maintaining the highest standards of professionalism and integrity in all executive support activities.

Board Liaison – 25%

The Administrative Coordinator ensures the smooth functioning of the Board of Directors.

Coordinate quarterly Board of Directors meetings including agenda preparation, material compilation and distribution, meeting logistics, and hospitality arrangements. Record official meeting minutes and ensure accurate documentation of board proceedings.
Maintain comprehensive scheduling for all board and committee meetings. Manage virtual meeting platforms, distribute meeting notices, and coordinate all meeting-related communications.
Plan and execute special events, tours, dinners, and networking opportunities for current and former board members.
Maintain updated board portal files, including agendas, minutes, and supporting materials.
Provide direct administrative assistance to board members including meeting coordination, survey development, file retrieval, and other specialized requests to support their governance responsibilities.
Administer annual board self-evaluation and demographic surveys. Compile results and support continuous improvement initiatives for board effectiveness.
Maintain accurate and current board member information including contact details, committee assignments, term status, attendance records, and website profiles.
Manage annual collection and tracking of required board member documentation and signed agreements to ensure governance compliance.

Staff Meetings and Events – 10%

The Administrative Coordinator coordinates the details for staff meetings and organizational events.

Plan and execute staff meetings, team-building events, and social gatherings including venue selection, catering arrangements, logistics coordination, and event setup. Communicate event details to participants and manage all operational aspects from planning through completion.
Coordinate procurement and distribution of company-branded apparel in collaboration with relevant departments.
Maintain current and accurate employee information across all organizational platforms including website profiles, organizational charts, contact directories, and internal databases.
Manage annual collection and tracking of required employee documentation including confidentiality agreements, conflict of interest disclosures, and other compliance-related forms.

Other Assistance – 10%

Coordinate gift procurement and delivery, memorial acknowledgments, recognition items, and correspondence on behalf of the organization. Manage relationship-building initiatives and ensure timely, appropriate responses to external stakeholders.
Coordinate regular conservation events and community gatherings, maintain updated mailing list and send meeting invites. Foster external relationships and facilitate ongoing engagement with industry partners and organizational allies.
Other duties as assigned.

Qualifications

Education, Experience, Licenses/Certifications

Associate degree and two (2) years general office management or executive administrative support experience; Or, equivalent combination of education, training, and experience; and
Valid MN driver’s license

Knowledge

General office procedures and administrative best practices
Meeting management, agenda preparation, and minute-taking techniques
Calendar management and scheduling optimization
Travel coordination and itinerary planning
Records management systems and filing procedures
Office equipment operation and maintenance
Board governance and nonprofit organizational structure
Confidentiality requirements for executive and personnel matters

Skills

Advanced proficiency with Microsoft Office Suite, email and calendar programs
SharePoint and document management systems
Virtual meeting platforms (Zoom, Teams, etc.)
Time management skills for recurring monthly and quarterly processes
Advanced verbal communication
Advanced written communication skills including correspondence drafting and editing
Customer service and visitor relations
Document preparation, formatting, and presentation creation
Coordination and planning
Project management

Abilities

Well-organized and highly attentive to details and accuracy
Self-directed and ability to work autonomously
Professional demeanor appropriate for executive-level interactions
Anticipate needs and proactively address issues before they arise
Workflow management across departments and stakeholders
Diplomatic skills for handling difficult interactions on the phone and in person
Handle confidential information with discretion
Professional judgment in communications and decision-making
Travel by car may be requested

Physical Demands

Office duties to be performed at a desk, sitting for long periods of time
Keyboarding at a computer
Ability to get to post office (across parking lot) to pick up daily mail
Ability to lift up to 25 pounds

Mental Demands

Mental stamina for detailed, repetitive administrative tasks
Capacity to work under pressure during busy periods
Ability to manage multiple priorities and shifting demands

Location: Saint Paul, MN

Classification: Full-time, Exempt

Supervisor: Director of Finance and Operations

Salary Range: $55,000 – 65,000/year

Benefits: For regular, full-time employees, Minnesota Land Trust offers generous time off, 100% employer-paid individual medical insurance, 401(K) plan with match available, and more.

To Apply: Please email your cover letter and resume combined as a single PDF to apply@mnland.org by February 15, 2026.

Minnesota Land Trust is an Equal Opportunity Employer. The Company will not discriminate because of race, color, creed, religion, national origin, genetic information, sex, disability, age, or any other status protected by state or local law, for employees who fall within the jurisdiction of such law.

Position: Senior Development Officer

Summary

This Senior Development Officer leads Minnesota Land Trust’s planned giving program and plays a key role in expanding the organization’s major gift and fundraising efforts during a period of strategic growth. In partnership with the Director of Development and Communications and the CEO, this role develops and executes strategies to grow legacy commitments, supports donors considering estate, real estate, and other asset-based gifts, and ensures strong stewardship and accurate documentation. The position also manages a portfolio of major and corporate donors, contributes to special campaigns, and collaborates across teams to help build the fundraising capacity required to achieve MLT’s strategic goal of conserving an additional 100,000 acres of land over the next 10 years. The ideal candidate is a relationship-driven fundraiser who brings sound judgment, collaborative leadership, and a commitment to continuous learning in support of long-term conservation impact.

Organization Values

All employees of the Minnesota Land Trust are expected to embrace the ideals of our organization’s values and incorporate our values into their ongoing work. All employees should be familiar with the current values statement.

Duties and Responsibilities

Planned Giving (45%)

Lead Minnesota Land Trust’s planned giving program in partnership with the Director of Development & Communications and CEO, supporting the development of clear messaging, materials, and outreach strategies to grow legacy commitments.
Design and execute outreach strategies that expand planned giving interest and participation among key donor segments.
Ensure timely, personalized follow-up for individuals requesting planned giving information or indicating MLT has been included in their estate plans.
Develop and implement strategies to engage land and property owners in gifting real estate emphasizing conservation impact, tax advantages, and donor legacy.
Serve as a knowledgeable internal and donor-facing resource for real estate and asset-based gifts
Manage the welcome, recognition, and ongoing stewardship of legacy donors.
Ensure all planned giving commitments are accurately documented, maintained, and tracked in Virtuous CRM, including Declarations of Intent and estimated future gift values.

Major Giving (40%)

Manage and grow a portfolio of 75+ individual and institutional donors qualified from a broader prospect pool, with emphasis on donors capable of giving $10,000 or more annually and cultivating larger, multi-year commitments.
Conduct regular discovery, cultivation, solicitation, and stewardship meetings, both independently and in collaboration with other development and leadership staff.
Develop and continually refine personal contact and ask plan for each portfolio donor (including target ask amounts and timing goals) that considers the individual donor’s passions, interests, motivations, giving patterns and ask preferences. Execute the plan so that individuals in the portfolio are retained and upgraded.
Develop and execute institutional fundraising strategies, including securing sponsorships, partnerships, and philanthropic contributions from businesses to support MLT events and initiatives.

Program Development (15%)

Support and lead special fundraising campaigns and initiatives. Work with MLT program staff to secure appropriate project information such as budgets and impact stories to create custom communications and proposals that will be used to solicit and steward donors.
Utilize Virtuous CRM and other tools to effectively track prospect and donor engagement and optimize the experience for MLT donors.
Support and occasionally coordinate donor-centered stewardship events and experiences that deepen relationships and reinforce long-term engagement.
Collaborate closely with the broader Development & Communications team to ensure continuity and alignment across all fundraising and engagement efforts.
Serve as a senior leader on the major and planned giving team, maximizing donor engagement and revenue through collaboration and shared strategy.

Other Duties as Assigned

Knowledge

Deep understanding of philanthropic motivations, donor psychology, and giving trends in the nonprofit sector
Planned and asset-based giving, including real estate and legacy gifts
Experience
Familiarity with wealth screening tools and prospect research methodologies
Ethical fundraising principles and AFP (Association of Fundraising Professionals) standards
Capital campaign structure and execution strategies
Financial acumen

Skills

MS Office Suite
Advanced Written Communication
Advanced Verbal Communication
Advanced Active Listening
Advanced interpersonal and relationship-building
Emotional Intelligence
Advanced presentation and public speaking
Negotiation and persuasion
Project management
Strategic thinking

Abilities

Engage diverse stakeholders including high-net-worth individuals, corporate executives, and foundation officers
Work independently while collaborating effectively with cross-functional teams
Effectively interact with a wide variety of individuals, including MLT staff, Board of Directors, and volunteers
Commitment to continued learning about planned and asset-based giving
Support planned giving stewardship, legacy donor recognition, and long-term donor engagement
Support donor events and volunteer engagement
Remain persistent and positive despite rejection or setbacks
Adapt communication style to diverse audiences and cultural backgrounds
Mentor and develop junior fundraising staff (as program grows)
Travel by car and plane regionally and out of state for donor visits, cultivation events, conferences
Work flexible hours including evenings and weekends

Physical Demands

Office duties to be performed sitting at a desk and at a computer.
Must be able to participate in field visits to various conservation sites under varying weather conditions.
Requires walking, standing, and occasionally lifting objects up to 20 pounds, on occasion.

Mental Demands

Memory and recall abilities to remember personal details about numerous donors, their families, interests, and giving histories during conversations
Maintain focus during lengthy donor meetings, multi-day events, and intensive campaign periods
Sustain long-term donor cultivation that may take months or years before resulting in a gift
Simultaneously manage donor relationships while juggling competing priorities and shifting between different donor contexts quickly

Location: Saint Paul, MN, hybrid

Salary Range: $90,000-110,000/year, exempt

Benefits: For regular, full-time employees, Minnesota Land Trust offers generous time off, 100% employer-paid individual medical insurance, 401(K) plan with match available, and more.

To Apply: Please email your cover letter and resume combined as a single PDF to apply@mnland.org. Open until filled.