Executive Assistant

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Conservation International

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Arlington, VA, United States

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25 days ago

Executive Assistant

The COVID-19 pandemic continues to be a global challenge. Due to the fluidity of the situation, we periodically reassess our plans to reopen our offices. For the safety of our employees, our approach is tailored to the situation in each of the 30 countries we operate in. Travel is only conducted when absolutely necessary and safe to do so. Hiring managers will provide guidance on flexible work arrangements in accordance with country-specific safety policies.

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY

CI seeks an Executive Assistant to join its Field Programs division, the managing center for all CI programs globally. The Executive Assistant provides high-level executive administrative support to the Executive Vice President (EVP), Field Programs, and the Senior Vice President (SVP) for Strategy, Delivery, and Field Partnerships. They will also be required to provide similar support to the Strategy, Delivery, and Partnerships unit. The selected candidate will work with global units as well as field programs to improve information flow and foster understanding of CI’s work and policies in the Field Programs.

This individual will share and coordinate their duties with another executive assistant colleague.

As the primary point of contact for the EVP and SVP, they must display firmness, diplomacy, and tact in managing competing priorities and requests for the executives’ time and attention. They will respond to emails and other communications on behalf of the executives and represents the executives as directed. Duties are highly confidential and require working knowledge of CI’s policies, procedures, programs and operations, and the ability to work effectively with others.

RESPONSIBILITIES

The responsibilities include providing support to the EVP (50%) and SVP (30%) with:

  • Managing and maintaining their calendars, travel schedules, and travel arrangements.
  • Organizing Global Field Team meetings.
  • Assisting with submissions of expense reports, reconciling credit cards, and preparing other reports as needed.
  • Assisting the EVP and SVP with managing internal and external communication, including partners, donors, and other external audiences.
  • Gathering and organizing information for internal and external senior-level meetings.

Additional administrative and operational support for the Strategy, Delivery, and Partnerships Unit (20%):

  • Providing administrative and operational support for the Strategy, Delivery, and Partnerships Unit including IT procurement, developing team communications materials, managing a central document repository, assisting with travel arrangements, and scheduling team meetings.
  • Organizing team internal and external meetings and workshops, including meeting logistics, budget tracking, and invoice processing.
  • Preparing and submitting expense reports.

WORKING CONDITIONS

  • This position may be based in Arlington, VA, or Seattle, WA. Applicants in similar time zones from other CI locations in the Americas will also be considered, such as Brazil, Colombia, Costa Rica, Peru, Ecuador, Guyana, and Mexico.
  • Occasional travel or less than 25% may be required
  • Ability to work beyond normal work hours to meet deadlines or attend conference calls with other offices in different time zones.
  • Guidance on flexible work arrangements will be shared during the interview process.
  • For the health and safety of our employees, their families, and our community, all US-based Conservation International staff are required to be vaccinated against COVID-19. This mandatory vaccine requirement applies to all staff working remotely, in a hybrid work arrangement, and on-site in CI US offices. Effective January 4, 2022, new hires will be required to provide proof of full vaccination with a government-approved vaccine as a condition for employment. Requests for reasonable accommodations or exceptions related to medical or religious reasons will be considered. Candidates are NOT required to state their COVID-19 vaccine status in their application.

QUALIFICATIONS

Required

  • Associate degree and 4 to 6 years of experience in providing administrative support to senior leaders or executives.
  • Excellent organization and communication skills.
  • Experience working in a global environment. International nonprofit experience preferred. Experience working effectively with a wide range of people such as board members, top donors, and all levels of staff from a variety of disciplines, cultures, and backgrounds.
  • Service focus and ability to gain cross-organization cooperation to complete diverse duties.
  • High level of proficiency with MS Office, Google Docs, and web researching skills.
  • Proven ability to multitask, set and meet critical priorities.
  • Comfortable working in a fast-paced environment with changing priorities.
  • Ability to work independently and resolve issues without continual supervision.
  • Proven ability to work with the utmost discretion in managing sensitive and confidential information.

Preferred

  • Bachelor’s degree.

To apply for this position please submit a resume and cover letter.

See all Conservation International Career Opportunities HERE

Conservation International is an Equal Opportunity Employer Minorities/Women/Vets/Disabled