Executive Assistant

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Conservation International

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Arlington, VA, United States

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30+ days ago

Executive Assistant

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

The Executive Assistant (EA) provides administrative, operations, and project support to the SVP of the Betty and Gordon Moore Center for Science (Moore Center). The EA manages the SVP's calendars and meeting schedules, makes travel arrangements, processes travel and expense reimbursements, and provides support to meetings, events, and working groups. The EA will work closely with Moore Center’s Communications Director and Development Director by making sure that the SVP has presentations, meeting materials, high-level correspondence, and briefings prior to key meetings. The EA is also responsible for some administrative needs such as procurement, HR files, and onboarding of new employees. This position requires a broad and comprehensive knowledge of CI’s policies, standard operating procedures, and values. The EA must have the ability to make independent judgments related to administrative matters and the ability to communicate effectively with all levels of management both inside and outside of CI. This position requires superior administrative skills, excellent relationship-building skills, the ability to multi-task, and an ability to handle confidential and sensitive information with the highest degree of professionalism. This position serves as a liaison between the SVP and staff from all CI divisions, particularly the CEO’s office and other senior CI staff.

The EA will work closely with external key constituents, including Board members and donors. As the primary point of contact for the executive, they must display firmness, diplomacy, and tact in managing competing priorities and requests for the executive’s time and attention. Responds to emails and other communications on behalf of the executive and represents the executive as directed.

RESPONSIBILITIES

  • Assist the executive on all administrative matters.
  • Screen incoming correspondence, calls, and requests and determine priority and appropriate disposition. Ensure that critical and sensitive information flows to the executive in a timely manner. Develop appropriate follow-up procedures.
  • Act as a liaison with key personnel both internally and externally to CI.
  • Prepare or coordinate with staff on correspondence, memos, presentations, and other communications material.
  • Manage the executive’s business and travel calendar. Coordinate activities with others as appropriate.
  • Maintain administrative files. Provide additional administrative or operational support as directed.
  • Take minutes and keep records of staff meetings
  • Provide onboarding support to new hires
  • Provide procurement support including new computers, office supplies, etc.
  • Provide support to Science Council meetings or other important donor and partner meetings.
  • Maintain databases and project plans related to projects
  • Manage check requests, travel reimbursements, and related financial transactions.
  • Liaise with the CI board, internal, and external members of the Science Council, and their representatives, at the request of the SVP.
  • Prepare agendas, logistics, A/V requirements, materials, and catering for Moore Center all-staff meetings, Science Leads meetings and other key meetings as required.
  • Other duties as assigned by supervisor.

WORKING CONDITIONS

  • This position is based in Arlington, VA.
  • 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. CI follows CDC recommendations for COVID-19 vaccines. 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

  • Bachelor’s degree or up to four years of college-level work.
  • 4-6 years of related work experience in providing administrative and office support.
  • Excellent organization and communication skills.
  • Service focus and ability to gain cross-organization cooperation to complete diverse duties.
  • 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.
  • Excellent organizational skills. Proven ability to multitask, set priorities, and meet critical priorities. Comfortable working in a fast-paced environment with changing priorities.
  • Ability to work under general supervision and take initiative to solve problems without continual supervision.
  • High level of proficiency with MS Office, Google Docs, and web researching skills.
  • Assists peers and help direct the work of others including interns, temporary employees, contractors, or volunteers.
  • Ensure compliance with written agreements and CI’s policies and procedures.

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