The Executive Assistant LAR Fin & Ops, Dev & MKT will be responsible for a variety of high level administrative support tasks, which include domestic and international travel arrangements, calendar management, answering phones, drafting correspondence, processing expenses, and scheduling and coordinate logistics of meetings and special events in support of the senior managers and directors. They will use available systems and resources to maintain, track and research data, produce and review reports, and coordinate communications. They will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide targeted training related to needs of each Director. They will adapt and implement processes and practices in order to improve effectiveness. The Assistant II will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will communicate on behalf of supervisor with staff in various programs across the Conservancy, as well as with donors, vendors, and business relations. They will effectively communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. They will be able to multi-task, perform administrative functions balancing various priorities for successful execution, as required.

The position reports to Director of Finance & Operations, dotted line to the Director of External Communications & Marketing, to the Director of Development, and to the Executive Director of Development & Principal Gifts.

RESPONSIBILITIES AND SCOPE

• Act independently on assigned tasks and exercise independent judgment based on analysis and experience; work is diversified and may not always fall under established practices and guidelines;
• Work within scope of program’s strategic goals;
• Coordinate projects with several variables, work within a defined timeline and budget;
• Demonstrate sensitivity in handling confidential information;
• Perform non-routine analysis, research and follow-through;
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
• Make purchases, process invoices, contract with vendors, and assist with budget preparation;
• May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
• May supervise administrative and/or volunteer staff, including training and professional development;
• Provide input through project teams for the improvement of existing programs development and implementation of new initiatives
• Event planning and meeting coordination to support region’s priorities as needed;
• Refer difficult questions and unusual problems to supervisor;
• Travel and work flexible hours; and
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.