The Executive Assistant will be responsible for a variety of administrative support tasks including domestic and international travel arrangements, calendar management and scheduling, and preparing and approving expense reports on the Managing Director’s behalf.

The Assistant will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will apply established processes and practices in order to improve effectiveness. The Assistant will communicate with staff in various programs across the Conservancy, as well as with donors, vendors, and business relations. They will provide other staff with information they need to make decisions and to solve problems. They will perform administrative functions for the program as required.

RESPONSIBILITIES & SCOPE

• Makes purchases, process invoices, and contract with vendors;
• Prepare and approve expense reports on the Managing Director’s behalf;
• Arrange for air and ground transportation, hotel accommodations, travel visas, Covid testing, and other travel needs;
• Assist with managing the Annual Performance Partnership Process for the Managing Director’s direct reports;
• Provide signatures on contracts, agreements, and documents approved by the Managing Director;
• Assist the Executive Coordinator with event / off-site meeting planning as needed;
  Manage files related to travel, expenses, scheduling and approvals;
•  Does not supervise any staff, but may supervise volunteers, interns, or temporary staff;
  Perform duties under general supervision and established guidelines;
• Demonstrate sensitivity in handling confidential information;
• Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
• Make day-to-day decisions within the scope of work assignments and prioritize work independently;
• Serve as a team member for assigned projects;
• Work overtime as needed; and
•  Work environment involves only infrequent exposure to disagreeable elements and physical exertion and/or strain.