The NY Executive Assistant will be responsible for providing a high standard of direct administrative support to the Executive Director of The Nature Conservancy in New York. The Executive Assistant supports the NY Executive Team meetings/initiatives, comprised of the Division’s conservation, development, marketing & communications, finance & operations and people/HR leaders.
The Executive Assistant will perform a variety of administrative tasks, including domestic and international travel arrangements, logistics planning for selected meetings, heavy calendar management, drafting correspondence as needed and processing timesheets and expenses for the Executive Director. The Executive Assistant also supports the efficient and effective functioning of the 5 person NY Executive Team (events/meetings, retreats, discussions, etc.) They must have advanced knowledge of the systems and resources utilized by the NY Division to provide support and coordinate communications related to the resources. They will maintain, track, analyze, and report on key data for senior management. They will adapt processes and implement recommended practices to improve effectiveness. They will communicate on behalf of their supervisor and will have some contact with stakeholders, including members of the board of directors, all levels of the New York team and the wider Conservancy, donors, volunteers, vendors, and business relations. The Executive Assistant works closely with the Volunteer Leadership & Events Manager to ensure the smooth and seamless process of all Board related initiatives. The Executive Assistant must be proficient in Outlook and familiar with scheduling and running video conferences. The Executive Assistant will coordinate activities with multiple variables, set realistic deadlines and manage timelines. Experience working with a Board of Trustees will be beneficial. We appreciate a collaborative, inclusive approach and encourage innovative ideas and actions.
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;
- Maintain confidentiality of frequently sensitive and emotionally-charged information;
- Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability.
- Travel and work flexible hours, as needed;
- 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;
- Ability to work quickly and efficiently
- Ability to cohesively coordinate efforts as needed; and
- Strong organization skills, accuracy, takes pride in attention to detail and ability to manage multiple tasks.
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.