The Executive Assistant and Communications Specialist supports the Mid-Atlantic/Central Appalachians Division Director in operations, communications and strategy to achieve the Conservancy’s mission of protecting the lands and waters on which all life depends. The Division is focused on protecting critical lands and waters, tackling climate change, providing food and water sustainably, building healthy cities, and connecting people and nature.
The Executive Assistant and Communications Specialist provides administrative support and communications assistance to the Mid-Atlantic/Central Appalachians Division Director who oversees the Conservancy’s work in New Jersey, Pennsylvania, Delaware, Maryland/DC, Virginia, West Virginia, Kentucky and Tennessee. Performs administrative tasks for the Division Director, including but not limited to calendar and meeting management, domestic and international travel arrangements, filing and expense processing. Maintains, tracks, analyzes, and reports on key data for senior management including synthesizing financial, fundraising, and conservation results.
Coordinates communications and activities across state programs to improve cross-border collaboration and team effectiveness. Drafts correspondence and meeting notes, develops documentation, presentations and targeted trainings, completes writing assignments, and guides Division social media strategies. Communicates on behalf of the Division Director and has substantial contact with stakeholders, including members of the board of directors, all levels of staff, donors, trustees, vendors, and business relations. Advanced knowledge of and technical savvy with the systems and resources to support and coordinate communications across a diverse division (e.g., Microsoft Office, Concur, Deltek, Zoom, Skype). This position requires a high level of professionalism and willingness to take on additional duties as required.
This is an excellent opportunity to gain an in-depth understanding of, and make a contribution to, the operations and conservation activities of the Conservancy by supporting and magnifying the effectiveness of the Mid-Atlantic/Central Appalachians Division Director.
The Executive Assistant and Communications Specialist reports directly to the Division Director and has a dotted line to the Regional Director of People and Business Systems.
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.
- Decisions may bind the organization financially or legally.
- Ensure compliance with TNC policies and procedures, and external (donor/legal/IRS) requirements.
- Financial responsibility includes purchasing, processing invoices and transfers, and negotiating and contracting with vendors, and participating in budget preparation.
- Maintains 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, responsibility includes 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.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Work is diversified and may not always fall under established practices and guidelines.
- Work within scope of program’s strategic goals.
- Work with the Managing Director of People and Operations and other regional Executive Coordinators to promote lessons learned, elevate issues and opportunities for learning, and lead special projects beyond the scope of the Division.
MINIMUM QUALIFICATIONS
- Experience generating reports, and analyzing and interpreting data.
- Experience managing the schedule and contacts of a senior leader.
- Experience with database management.
- Experience working across departments.
DESIRED QUALIFICATIONS
- 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.
- Successful experience implementing strategic program goals.