The Philanthropy Executive Assistant will provide direct administrative support to the Director of Philanthropy and the Florida Philanthropy department.
The Philanthropy Executive Assistant will provide direct administrative support to the Director of Philanthropy and the Florida Philanthropy department. The Philanthropy Executive Assistant will be responsible for a variety of administrative support tasks, including arranging travel, managing calendars, answering phones, drafting correspondence, processing expenses, and scheduling and coordinating meeting logistics. They will use available systems and resources to maintain, track, and research data, and to produce and review reports. They will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will implement processes and practices in order to improve effectiveness. They will also work to improve effectiveness by communicating or distributing information to assist staff in making decisions, solving problems, and improving workflow. The Assistant will coordinate activities with multiple variables, set realistic deadlines, and manage timelines. They will communicate on behalf of supervisor with staff in various programs across the Conservancy; as well as with donors, vendors, and business relations. The Assistant will provide support for the philanthropy department’s events and field trip program. This support will include addressing on-the-ground needs that will require the Executive Assistant to travel to events, meetings and trainings as needed. The Assistant will also maintain and track donor activity in the philanthropy database in support of the Director of Philanthropy and the events team.
RESPONSIBILITIES AND SCOPE
- Act independently on assigned tasks and exercise independent judgment based on analysis and experience; work is diversified and may not always fall under established practices and guidelines;
- Work within scope of program’s strategic goals;
- Coordinate projects with several variables, work within a defined timeline and budget;
- Demonstrate sensitivity in handling confidential information;
- Perform non-routine analysis, research and follow-through;
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
- Make purchases, process invoices, contract with vendors, and assist with budget preparation;
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
- May supervise administrative and/or volunteer staff, including training and professional development;
- Provide input through project teams for the improvement of existing programs;
- Refer difficult questions and unusual problems to supervisor;
- Travel and work flexible hours; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Experience generating reports and interpreting data;
- Experience in business writing, editing, and proofreading;
- Experience organizing time and managing diverse activities to meet deadlines; and
- Experience working across teams and communicating with a wide range of people
DESIRED QUALIFICATIONS
- Excellent Microsoft Office suite (Excel, Word, PowerPoint, Outlook) skills
- Demonstrated initiative
- Executive assistant experience
- Ability to analyze information for the purpose of coordinating and planning activities, and solving problems;
- Ability to use existing technology to achieve desired results;
- Experience interpreting guidelines to achieve desired results;
- Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff; and/or
- Strong organization skills, accuracy, 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.