Job

Executive Assistant

Executive Assistant

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Job
Description

The Executive Assistant provides direct administrative support to the office of the Executive Director, including complex calendar management, expense and contract processing, meeting management and special events logistics, drafting correspondence, and domestic and international travel arrangements. The Assistant will be a key member of the executive office in California, supporting the volunteer leadership program, strategic planning and executive communications. The Executive Director of California also serves as Managing Director of Global Fisheries and Division Director of the California/Hawai’i/Pacific division. The Assistant must have advanced knowledge of the systems and resources utilized by the program in order to provide support and coordinate communications. This position will maintain, track, analyze, and report on key data for senior management. The Assistant provides guidance in satisfying internal business requirements based on extensive knowledge of policies and procedures. They will proactively adapt and implement processes to improve chapter-wide effectiveness. The Assistant reports to the Chief Operating Officer and will have substantial contact with stakeholders, including members of the Board of Trustees, donors, vendors, partners, and all levels of staff in California and the global program. The Assistant will take on additional duties to enhance the work of the executive office as needed.

ESSENTIAL FUNCTIONS

  • Provide smooth, responsive, nimble, and proactive support to the Executive Director with the result that the executive office sets a positive example for the rest of the organization. This includes managing operational support for the Executive Director (expense reports in Concur, contracts, Salesforce routing), assisting with executive recruitments and managing the performance review process for the Executive Director.
  • Facilitate recurring executive interaction, meetings, and communications with staff, resulting in staff receiving up-to-date information on chapter events, organizational strategy, and wide-spread recognition of individual and team accomplishments. This includes managing the monthly all staff meeting production, project managing the Executive Leadership Team, managing the creation and reporting of statewide goals and objectives, assisting with semi-regular office events, and leading the semiannual staff retreat planning team. The Assistant will generally serve as an executive liaison to staff.
  • Work with the Development team to schedule quality donor meetings with the Executive Director. This includes keeping the Development team apprised of Executive Director donor interactions, working with the Development team to prepare the Executive Director for the meetings, and accurately tracking meeting notes.
  • Support the Volunteer Leadership Team’s goal of delivering a consistent, professional experience for California Trustees. This includes managing the Board of Trustees committees’ program by scheduling, minute taking, and managing preparation of materials.

RESPONSIBILITIES AND SCOPE

  • Act independently within broad program goals to prioritize tasks and problem solve in the absence of specific instructions
  • Hold responsibility for decisions may bind the organization financially or legally.
  • Ensure compliance with TNC policies and procedures, and external (donor/legal/IRS) requirements.
  • Financial responsibility includes purchasing, negotiating and contracting with vendors, and participating in budget preparation.
  • Maintains 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, which would include 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.
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
  • Work is diversified and may not always fall under established practices and guidelines.
  • Work within scope of program’s strategic goals.
Location: California
Organization: The Nature Conservancy
Deadline: June 10, 2022
External website link: https://careers.nature.org/psp/tnccareers/APPLICANT/APPL/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=1&JobOpeningId=51564&PostingSeq=1
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