Administrative Assistant

The Administrative Assistant  performs various administrative tasks, including some or all of the following: sorting and distributing mail, answering phones, organizing and maintaining files, purchasing, maintaining equipment, and working with vendors. S/he may handle domestic and international travel arrangements and calendar for supervisor. S/he will schedule and coordinate logistics of meetings and may assist with the coordination of special events. The Assistant may communicate on behalf of the supervisor with internal and external sources, including staff, partners, government officials and donors. S/he may handle inquiries about program activities and assist in the development of program materials and correspondence. S/he will use available systems and resources to maintain and track data and produce reports as needed. S/he will provide other staff with information they need to make decisions and solve problems. S/he will have frequent interaction with staff throughout the program and in other Conservancy offices, and with vendors. Support finance team with the office´s expenses and Office Facilities.

RESPONSIBILITIES & SCOPE

• Does not supervise any staff but may help plan and direct the work of volunteers or interns.
• Duties are performed according to instructions or established practices.
• Limited financial responsibility, which may include processing invoices, request approvals for payments, preparing accounting forms, petty cash, purchasing, or travel expense reports. 
• Contact local accountants. 
• Organize and maintain confidential documentation from employees.
• Sometimes travel within the city is necessary (e.g.; bank, health insurance, accountants etc.)
• May serve as a team member for assigned projects.
• Prioritize tasks in the absence of specific instructions and make day-to-day decisions within the scope of work assignments.
• Supervisor will resolve any problems or questions.
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
• Work overtime as needed. 
• Administrative support for Conservation project; Valdivia Coastal Reserve; Schedule calls, maintaining data, and follow up on pending items, direct contact with VCR Manager.