The North America Program Coordinator and Executive Assistant will be responsible for performing multiple administrative functions related to the assigned program. They will provide direct administrative support to up to three director/manager positions, which may include domestic and international travel arrangements, calendar management, drafting correspondence, and processing expense reports. They may be responsible for scheduling and coordinating logistics for special events and/or meetings (both in-person and virtual), purchasing, managing vendors, and/or providing telecommunications support. They may assist with the recruitment and training of program volunteers and/or interns and may coordinate the activities of volunteers. In addition, the Coordinator and EA may perform Information Systems, Human Resources, and Finance administrative tasks, including processing forms, preparing reports, and monitoring budgets. They will use available systems and resources to maintain, track, and research data, and to produce and review reports. They will apply established processes and practices in order to improve effectiveness and to document program procedures for reference by staff. They will coordinate activities with multiple variables, set realistic deadlines and manage the timeline. The Coordinator and EA may handle inquiries about business unit activities and assist in the development of program materials and correspondence. They will work cooperatively with Conservancy staff, providing information necessary to make decisions and solve problems. The Coordinator and EA may communicate on behalf of their supervisor or other team members with internal and external sources, including staff, donors, vendors, and businesses in order to coordinate arrangements, convey information, and ensure successful execution of program. They will perform other administrative functions for the program as required, which may include assisting the Communications Director with various marketing tasks and coordinating TNC participation in USDA programs.
RESPONSIBILITIES AND SCOPE
- Perform duties under general supervision and established guidelines.
- Make day-to-day decisions within the scope of work assignments and prioritize work independently.
- Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor.
- Demonstrate sensitivity in handling confidential information.
- Does not supervise any staff, but may supervise volunteers, interns, or temporary staff.
- Financial responsibility may include purchasing, processing invoices, contracting with vendors, and assisting with budget tracking.
- Serve as a team member or lead for assigned projects, including virtual and/or in-person event and meeting planning.
- Serve as point of contact for U.S. state chapter staff as needed.
- Be willing to travel, work overtime, and work evenings and weekends as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.