The Project Coordinator will be responsible for coordinating a variety of event management, project management, and administrative support for The Nature Conservancy’s Emerald Edge Program and Indigenous Peoples and Local Communities Team. The Coordinator will support two priority projects: The Community, Economy and Place Initiative, and an in-depth planning process for community-based conservation (CBC) in key geographies. This is a full-time, two-year position with possibility for extension based on funding.
The Community, Economy and Place Initiative is a collaborative social innovation lab in the Emerald Edge, the largest remaining temperate rainforest in the world. The Emerald Edge Program works to ensure a sustainable forest and ocean ecosystem by improving the well-being of indigenous and local communities that make the coastal temperate rainforest of North America their home, spanning from southeast Alaska, through British Columbia to Washington’s Olympic Peninsula. The Coordinator will support the Community, Economy and Place Initiative by working with Conservancy staff, consultants and vendors to design and execute biannual meetings for 50-100 participants. They will provide communications and logistic support, as serve as a point of contact for participants. The Coordinator will also manage a database to track participants and communications, run reports for the project team, and provide additional project management and administrative support as needed.
The Coordinator will support the CBC planning process by working with Conservancy staff, consultants and vendors to organize and execute approximately three global training sessions and 10 in-country planning workshops for 20-50 participants each. These meetings will take place both within and outside of the United States and will include participants from around the world. The Coordinator will lead meeting planning, scoping, contracting, logistics, travel arrangements, coordinating site-visits, communications to participants, on-site logistical management, and other duties.
The Coordinator will be responsible for performing multiple administrative functions to support the project. They will coordinate activities with multiple variables and actors, set realistic deadlines and manage the timeline. They will proactively support the project team through event planning and management, including scheduling and logistical support, contract management, and event-related communications.
The Coordinator will be responsible for scheduling and coordinating logistics for events and workshops ranging from 10 – 100 attendees. Duties include evaluating potential vendors, gathering quotes, and developing and managing budgets. The Coordinator will liaise with vendors and oversee contracts, processing payments as required. The Coordinator will provide guidance in satisfying internal requirements based on knowledge of policies and procedures. The Coordinator will manage communications with and coordination of the participants. For certain events the Coordinator will provide on-site logistical support, manage materials and supplies, communicate with vendors, and oversee on-site event logistics. The Coordinator must project manage the event planning process effectively, ensuring that, from design to implementation and follow-up, all details are identified and managed proactively.
The Coordinator may handle inquiries about program activities and assist in the development of program materials and correspondence. They will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. The Coordinator may communicate on behalf of their supervisor with internal and external sources, including staff, donors, vendors, and businesses to coordinate arrangements, convey information, and ensure successful execution of program.
RESPONSIBILITIES AND SCOPE
- Event planning and management
- Make day-to-day decisions within the scope of work assignments and prioritize work independently;
- Administrative support including scheduling, record keeping, and processing payments for vendors
- Assist with the development of and work within a budget; negotiate and contract with vendors;
- Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking;
- Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
- Be willing to travel, work overtime, and work evenings and weekends as needed; Position will require late night or early morning conference calls due to time zones of project participants
- Work is diversified and may not always fall under established practices and guidelines;
- Demonstrate sensitivity in handling confidential information;
- May supervise volunteers, interns, or temporary staff;
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Experience coordinating administrative processes;
- Experience organizing time and managing diverse activities to meet deadlines;
- Experience managing events and/or meetings;
- Experience working and communicating with a wide range of people;
- Experiencing managing up and influencing without authority
DESIRED QUALIFICATIONS
- Multi-lingual skills and multi-cultural or cross cultural experiences are valued;
- Understanding of and experience in applying systems thinking principles
- Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
- Experience working in international and/or cross cultural settings
- Strong organizational skills and attention to detail
- Ability to write and edit written materials for use with program communications and special events;
- Excellent customer service skills and focus
- Ability to proactively identify problems and propose solutions
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.