The Administrative Assistant will be responsible for a variety of operations activities in support of the Global program’s approved tactics. This is a full time temporary position from May through July 2019.
The Administrative Assistant will be responsible for performing multiple administrative functions related to the assigned program. S/he will be responsible for scheduling and coordinating logistics for special events and/or meetings, purchasing, central filing, mailroom operations, facility management, telecommunications, and/or reception. She may assist with the recruitment and operational training of program staff. In addition, the Assistant may perform Information Systems, administrative Human Resources, and Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets. S/he will use available systems and resources to maintain, track, and research data, and to produce and review reports. S/he will apply established processes and practices in order to improve effectiveness and to document program procedures for reference by staff. S/he will coordinate activities with multiple variables, set realistic deadlines and manage the timeline. The Assistant may handle inquiries about business unit activities and assist in the development of program materials and correspondence. S/he will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. The Assistant may communicate on behalf of their supervisor with internal and external sources, including staff, donors, vendors, and businesses in order to coordinate arrangements, convey information, and ensure successful execution of program.
RESPONSIBILITIES AND SCOPE
- Perform duties under general supervision and established guidelines;
- Make day-to-day decisions within the scope of work assignments and prioritize work independently;
- Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
- Demonstrate sensitivity in handling confidential information;
- Does not supervise any staff, but may supervise volunteers, interns, or temporary staff;
- Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking;
- Serve as a team member for assigned projects;
- Provide a full range of administrative, financial, operational, support and event management to the team;
- Proactively manage TNC office spaces;
- Maintain excellent customer service;
- Be willing to travel, work overtime, and work evenings and weekends as needed; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines;
- Experience performing one or more administrative processes; and
- Experience working and communicating with a wide range of people.
DESIRED QUALIFICATIONS
- Multi-cultural or cross-cultural experiences are appreciated;
- Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
- Ability to apply research skills;
- Ability to multi-task successfully;
- Ability to write and edit written materials for use with program communications and special events;
- Database skills, including managing and tracking data, and producing reports
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.