The Executive Coordinator, Northeast Division will perform a variety of high-level administrative tasks, including but not limited to domestic and international travel arrangements, calendar and meeting management, drafting correspondence and meeting notes, and processing expenses. They will manage meeting and events logistics for the Northeast Leadership Council. They must have advanced knowledge of and technical savvy with the systems and resources utilized by the program to support and coordinate communications across a diverse and geographically dispersed team (e.g., Microsoft Office, Concur, Deltek, Zoom, etc). They will maintain, track, analyze, and report on key data for senior management. The Executive Coordinator will provide guidance in satisfying requirements based on extensive knowledge of policies and procedures. They will adapt processes and implement recommended practices in order to improve effectiveness. They will provide recommendations and targeted training, draft presentations and meeting agendas. They will communicate on behalf of the Northeast Division Director and will have substantial contact with stakeholders, including members of the board of directors, all levels of staff, donors, volunteers, vendors, and business relations. The Executive Coordinator will manage the annual performance partnership process for the Director. They will take on additional duties to enhance the work of the team. Such duties may include, but are not limited to, a more significant role in training, developing documentation, and/or enhancing the systems and tools used by the team. This position requires a high level of professionalism and willingness to take on additional duties as required.
RESPONSIBILITIES AND SCOPE
- Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines;
- Work within scope of program’s strategic goals;
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; decisions may bind the organization financially or legally;
- Conduct purchasing and processing of invoices; manage negotiating and contracting with vendors;
- Participate in budget preparation;
- Support consistent communication networks for working groups within the division
- Maintain confidentiality of 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, including training and professional development;
- Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs;
- Work with other regional Executive Assistants to promote lessons learned, elevate issues and opportunities for learning, and lead special projects beyond the scope of the Division;