The Executive Assistant will be responsible for providing direct administrative support to the Executive Director, Gift Planning, as she manages an 80+ person department. They will also provide support for the Gift Planning Leadership Team at its regular meetings and retreats.
The Executive Assistant will provide logistical and operational support to the Executive Director, Gift Planning, and will perform a variety of high-level administrative tasks, including domestic and international travel arrangements, meeting and special events logistics, calendar management, drafting correspondence, and processing expenses. They must have advanced knowledge of the systems and resources utilized by the program in order to provide support and coordinate communications related to the resources. They will maintain, track, analyze, and report on key data for senior management. The Executive Assistant will manage agendas, communications and technology for Gift Planning Leadership Team meetings and retreats, Gift Planning Departmental calls, and other departmental events as requested. The Executive Assistant will provide guidance in satisfying requirements based on extensive knowledge of policies and procedures. They will adapt processes and implement recommended practices in order to improve effectiveness. They will provide recommendations and targeted training. They will communicate on behalf of their supervisor and will have substantial contact with stakeholders, including members of the board of directors, all levels of staff, donors, volunteers, vendors, and business relations. They will take on additional duties to enhance the work of the team. Such duties may include, but are not limited to, a more significant role in training, developing documentation, and/or enhancing the systems and tools used by the team.
RESPONSIBILITIES AND SCOPE
- Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines;
- Work within scope of program’s strategic goals;
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; decisions may bind the organization financially or legally;
- Conduct purchasing, processing invoices and transfers, negotiating and contracting with vendors;
- Participate in budget preparation;
- Maintain confidentiality of frequently sensitive and emotionally-charged information;
- Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability.
- May participate in complex negotiations;
- May supervise administrative, professional and/or volunteer staff, including training and professional development;
- Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs;
- Travel and work flexible hours, as needed; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Experience generating reports, and analyzing and interpreting data;
- Experience managing the schedule and contacts of a senior leader;
- Experience with database management; and
- Experience working across departments.
DESIRED QUALIFICATIONS
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Ability to implement complex processes;
- Ability to use existing technology to achieve desired results;
- Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff;
- Experience coordinating projects;
- Experience interpreting guidelines to achieve desired results;
- Experience supervising staff, interns and/or volunteers;
- Strong organization skills, accuracy, attention to detail and ability to manage multiple tasks; and/or
- Successful experience implementing strategic program goals.
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.