The Executive Assistant / Board Liaison provides direct administrative support to the Arizona State Director, the Arizona Board of Trustees and the senior leadership teams and collaborates with other administrative and operations staff to achieve the strategic priorities of the Arizona Business Unit.
The Executive Assistant / Board Liaison (EA) performs a variety of high-level administrative tasks to and on behalf of the State Director, including, calendar and schedule management, drafting correspondence, assisting with presentation preparation, meeting and special events planning and implementation, expense reporting and travel arrangements. Serves as primary liaison to the Arizona trustees, including managing trustee meetings, coordinating trustee committee meetings, and coordinating communication between State Director, program staff, TNC global trustee staff and Arizona trustees. Communicates on behalf of the State Director and has substantial contact with stakeholders, including members of the board of trustees, all levels of staff, donors, volunteers, vendors, and business contacts. Gains and maintains advanced knowledge of the systems and resources used by the program to provide support and coordinate communications. Provides guidance in satisfying requirements based on extensive knowledge of policies and procedures. Adapts processes and implements recommended practices to improve effectiveness. Takes on additional duties to enhance the work of the program. Such duties may include, but are not limited to, developing documentation and improving the systems and tools used by the program.
RESPONSIBILITIES & 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;
- Financial responsibility includes purchasing, invoice and expense report processing, negotiating and contracting with vendors; and participating in budget preparation;
- Maintain 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, including 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; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Experience managing the schedule and contacts of a senior leader;
- Demonstrated strength in organizational skills, accuracy, paying attention to detail and managing multiple tasks;
- Experience coordinating meetings, preparing materials and agendas and taking meeting minutes,
- Experience and ability to use technology, specifically Outlook, Word, PowerPoint, Excel to achieve desired results;
- Demonstrated experience using diplomacy and tact to build strong relationships and motivate others to achieve desired results;
- Experience coordinating projects;
- Demonstrated ability to work successfully in a flexible, fast-paced, time sensitive and changing environment;
- Experience working across departments; and
- A valid driver’s license.
DESIRED QUALIFICATIONS
- Multi-cultural or cross-cultural experiences or multi-lingual skills are appreciated;
- Five – eight years of directly related and progressive experience;
- Ability to implement complex processes;
- Experience and ability to learn and use new software and internet-based applications, including conferencing/meeting applications to achieve desired results;
- Experience interpreting guidelines to achieve desired results;
- Experience supervising staff, interns and/or volunteers;
- Experience generating reports, and analyzing and interpreting data;
- Successful experience implementing strategic program goals
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.