Executive Assistant

The Executive Assistant of the NASCA Director will be responsible for a variety of administrative support tasks, which may include domestic and international travel arrangements, calendar management, answering phones, drafting correspondence, processing expenses, create presentations, manage data base when needed, support Conservation Team in all activities and assisting with the scheduling and logistics of meetings and special events. They will use available systems and resources to track and research data, and produce and review reports. The Executive Assistant of the NASCA Director will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will apply established processes and practices in order to improve effectiveness. The Executive Assistant I will communicate on behalf of their supervisor with staff in various programs across the Conservancy, as well as with donors, vendors, public servants and business relations. They will provide other staff with information they need to make decisions and to solve problems. They will perform administrative functions for program as required.

When needed this position will support the NASCA Deputy Director in the administrative and operative work.

Some duties are highly confidential and the candidate chosen will need to acquire strong knowledge of TNC's policies, procedures and operations. The candidate chosen must also be a good communicator and team player, who can be firm but diplomatic and polite in representing the NASCA Director requirements to other staff and programs.

RESPONSIBILITIES AND SCOPE 

• Does not supervise any staff, but may supervise volunteers, interns, or temporary staff;
• Perform duties under general supervision and established guidelines;
• Manage Director’s calendar organizing meetings according with requests and importance, and coordinating with Director when needed. Go one step ahead on the calendar and organizing priorities.
• Demonstrate sensitivity in handling confidential information;
• Makes purchases, process invoices, contract with vendors, and assist with budget tracking;
• Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
• Make day-to-day decisions within the scope of work assignments and prioritize work independently being proactive.
• Prepare and take notes of the executive meetings: update the tracking report according with the meeting resolutions (before and after the meeting), prepare and book meeting rooms, invite attendees, and prepare all logistical and admin activities to guarantee the success of the meeting.
• Support Director with the People Survey action plan tracking the execution and giving feedback to Director of the following up of the actions.
• Serve as a team member for assigned projects;
• Review and preparing written e-mails, documents and presentation materials, in particular briefing materials for all meetings, trips and calls;
• Scheduling and organizing meetings and conference calls; and arranging and planning an extensive travel schedule.
• Plays a key role on reporting processes, meeting internal deadlines and ensuring follow-up to agreements made during meetings and calls.
• Support NASCA Deputy Director in the admin activities (when needed).
• Work overtime as needed