The Executive Assistant II will provide direct administrative support to a Business Unit director or multiple directors within a Business Unit.
The Executive Assistant II will be responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, answering phones, monitoring email accounts, drafting correspondence, processing expenses, managing contracts, and scheduling and coordinate logistics of meetings and special events. They will use available systems and resources to enter, maintain, track and research data, and produce and review reports for supervisor. They will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide targeted training related to needs of Director. They will implement processes and practices in order to improve effectiveness. The Assistant II will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will communicate on behalf of supervisor with staff in various programs across the Conservancy; as well as with donors, vendors, and business relations. They will effectively communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. They will perform administrative functions for program, as required.
RESPONSIBILITIES AND SCOPE
- Act independently on assigned tasks and exercise independent judgment based on analysis and experience; work is diversified and may not always fall under established practices and guidelines;
- Work within scope of program’s strategic goals;
- Coordinate projects with several variables, work within a defined timeline and budget;
- Demonstrate sensitivity in handling confidential information;
- Perform non-routine analysis, research and follow-through;
- Perform data entry and management and report and list generation;
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
- Make purchases, process invoices, contract with vendors, and assist with budget preparation;
- Assist with sends of e-newsletters and event invites, assist with event prep (mailing, labels, name tags, place cards etc.)
- Support digital content (downloading and archiving multimedia assets
- Support social media (scheduling content)
- Support media team (respond to requests from the public and capture and distribute media hits)
- Support interactions with donor communications team (schedule editorial meetings)
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed;May supervise administrative and/or volunteer staff, including training and professional development;
- Provide input through project teams for the improvement of existing programs;
- Refer difficult questions and unusual problems to supervisor;
- Travel and work flexible hours; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Experience generating reports and interpreting data;
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines; and
- Experience working across teams and communicating with a wide range of people
DESIRED QUALIFICATIONS
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Ability to analyze information for the purpose of coordinating and planning activities, and solving problems;
- Ability to use existing technology to achieve desired results;
- Experience interpreting guidelines to achieve desired results;
- Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff; and/or
- Strong organization skills, accuracy, and attention to detail.
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.