The Executive Assistant provides direct administrative support to the Chief Development Officer, Vice President & Associate Chief Development Officer, and Development Project Manager.
The Executive Assistant is responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, drafting correspondence, processing expenses, and assisting with the scheduling and logistics of meetings and special events. They use available systems and resources to track and research data and produce and review reports. The Assistant coordinates activities with multiple variables, setting realistic deadlines and managing the timeline. They apply established processes and practices in order to improve effectiveness and satisfy administrative requirements based on knowledge of policies and procedures. The Assistant communicates on behalf of their supervisor with staff in various programs across the Conservancy, as well as with donors, vendors, and business relations. They work closely with other staff and distribute information to assist staff in making decisions, solve problems and improve workflow. They perform additional administrative and project support functions for program as required.
RESPONSIBILITIES AND SCOPE
- Does not supervise any staff, but may supervise volunteers, interns, or temporary staff;
- Perform duties under general supervision and established guidelines;
- 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; prioritize work independently, and complete work independently based on parameters of tasks;
- Collaborate with teams for assigned projects;
- Work under tight deadlines, provide support as needed, and demonstrate flexibility to changing circumstances and priorities;
- Communicate effectively with all levels of staff;
- Work overtime as needed; and
- Work environment involves only infrequent exposure to disagreeable elements and physical exertion and/or strain.
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines; and
- Experience working 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 preparing reports, coordinating activities, and solving problems;
- Database skills, including managing and tracking data, and producing reports;
- Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff; and/or
- Organizational and project management skills.
- Strong organizational skills 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.