Administrative Manager

POSITION OVERVIEW:

The Administrative Manager provides high-level administrative and operational support to the Executive Director and serves as the primary coordinator for the Board of Directors, and provides other organizational support duties. This role is responsible for ensuring accurate internal organization, excellent stakeholder communication, and strong partnerships with GTA’s agency partners. The position blends executive support, board governance logistics, and partner project support to help the organization run efficiently and effectively.

CORE RESPONSIBILITIES:

Board & Committee Meeting Management 

• Serve as the primary point of contact and administrative liaison for the Board of Directors and board committees, establishing and effectively managing key relationships.
• Build and maintain the annual board/committee meeting calendar; coordinate dates, locations, technology, and logistics.
• Manage the flow of agenda items from the Executive Director and committee chairs.
• Compile, format, and distribute board packets in advance (agenda, minutes, reports, resolutions).
• Attend all Board and committee meetings to record thorough minutes, including attendance, motions, proposals, and resolutions, following governance protocols.
• Produce and distribute meeting minutes; track follow-up action items and ensure owners are assigned and deadlines are met.
• Support onboarding of new board and committee members, maintaining orientation materials, access instructions, and board documentation.
• Maintain organized board records and archives, including historical minutes and materials required for compliance.

• Manage and optimize the Executive Director’s calendar, including scheduling, prioritization, and coordination of internal and external meetings.
• Prepare the Executive Director for meetings by organizing briefings, materials, agendas, and background information.
• Effectively communicate the Executive Director’s priorities through drafting, editing, and formatting emails, memos, presentations, and reports on behalf of the Executive Director.
• Manage action items and commitments from leadership meetings; ensure timely follow-up and completion.
• Serve as a trusted administrative partner, maintaining confidentiality and exercising sound judgment at all times.

Partner Project Coordination

• In collaboration with the Executive Director serve as a key contact with partner organizations by creating meeting agendas, capturing action items, and maintaining follow-ups to ensure strong organizational execution of partner related projects. Assign tasks, manage team members, and coordinate and develop core relationships with GTA partner organizations.

Office Management & Administrative Operations

• Serve as the main front office presence, ensuring a professional, welcoming environment for staff, visitors, and partners.
• Answer phones and route calls appropriately; manage general inquiries with professionalism and responsiveness.
• Manage incoming/outgoing mail and deliveries; maintain consistent document handling and distribution practices.
• Coordinate office systems and supplies (inventory, ordering, equipment coordination, shared spaces, IT troubleshooting and support).
• Support planning and hosting of staff meetings, trainings, and events—including room setup, technology support, hospitality, and materials.
• Maintain shared office calendars and coordinate facility/meeting space scheduling as needed.
• Regular updates to HR related documents to include organizational charts, operations manuals, employee handbooks, etc.
• Help manage employee hiring, from tracking job announcements and applicants.
• On occasion, fill in for sales associates at Grand Teton Association stores in Visitor Centers around Jackson Hole.
• Assist with trail guide distribution and collection throughout the park as needed on a seasonal basis.

Recordkeeping, Documentation & Processing

• Maintain organized digital and physical filing systems and documentation protocols. Follow established record retention schedules for the storage of documents and records.  
• Assist the Executive Director and the Leadership Team in directing and managing key annual renewals, deadlines, and required submissions; coordinate with responsible staff to ensure timely completion.
• Promptly process invoices for payment per established systems and approvals.

QUALIFICATIONS / SKILLS:

• Professional written, verbal, and interpersonal communication skills.
• Ability to work effectively with a wide range of individuals including Board members, staff, partners, community partners, and the public.
• Accessible, approachable, and welcoming, with exceptional discretion and confidentiality when handling sensitive information and complex situations.
• Highly organized with strong attention to detail; capable of managing multiple priorities and anticipating needs.
• Ability to work independently, proactively coordinate across teams, and follow through on deadlines without reminders.
• Strong aptitude with technology; proficiency with cloud based productivity tools, calendars, document management, video conferencing, and related systems.
• Experience supporting executives and/or boards, including meeting minutes, agendas, and follow-up tracking.

WORKING CONDITIONS & PHYSICAL REQUIREMENTS

• Ability to sit, type, write, and communicate for sustained periods.
• Ability to move around GTA offices and other locations in Jackson Hole to support meetings, staff gatherings, and events.
• Primary work location is Grand Teton Association Headquarters in Moose, WY; occasional local travel may be required for meetings/events.

APPLICATION INFORMATION

Please submit your resume and cover letter along with your application.

Application Deadline: November 15, 2026