The Executive Coordinator to the CEO will perform a variety of high-level administrative tasks, many of which will involve handling of highly confidential and sensitive information, including submitting CEO expense reports and time sheets, domestic and international travel arrangements, tracking and scheduling of internal and external requests as advised, regularly organizing, and managing the CEO’s inbox and physical mail, and the tracking of action items. The Executive Coordinator will support the Chief of Staff and Communications and Engagement team members in managing internal and external event logistics, providing guidelines for preparing the CEO for meetings, in ensuring weekly briefings are received, and in driving the CEO engagement protocols.
They will work with the rest of the OCEO team to support operational program guidelines, the improvement of workflow, and to identify and propose solutions to problems. They must have advanced knowledge of the systems and resources utilized by the OCEO in order to provide support. The Executive Coordinator will work in close cooperation with senior leadership, staff, trustees, board of directors, and donors, as well as members, vendors and business relations. They will manage diverse tasks, and work with the OCEO team to improve the Office of the CEO’s effectiveness.
They must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Coordinator must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
RESPONSIBILITIES AND SCOPE
- Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings;
- Represent the OCEO by maintaining the highest level of professionalism and composure in interactions with stakeholders and colleagues both internal and external;
- Ensure programmatic commitments, Conservancy policies and procedures are met and managed for compliance. Decisions may have program-wide impact and may bind the organization financially or legally;
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures;
- Maintain accountability for strategic goals related to functional area;
- Maintain strict confidentiality of frequently sensitive, confidential and emotionally charged information;
- Perform duties under general supervision and established guidelines;
- Identify routine problems and utilize existing resources for resolution, referring difficult/complex 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;
- Assist with the development of and work within a budget; negotiate and contract with vendors;
- Manage and implement multiple projects, including managing budget, setting deadlines and ensuring accountability;
- Travel occasionally, working long and flexible hours, as needed;
- Work is diversified and may not always fall under established practices and guidelines;