Senior Assistant, People & Nature Operations

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Environmental Defense Fund

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Raleigh, NC, United States

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15 days ago

Overview:
Put your passion and skills to work for the planet. Climate change is the most urgent issue of our time, and we need people like you to help us build a vital Earth — for everyone.

We’re Environmental Defense Fund, a fast-paced nonprofit with a growing staff of more than 850 people in nearly 30 countries. We deliver game-changing solutions that cut climate pollution and strengthen people’s ability to thrive despite the effects climate change is already having. We work wherever we can have the most impact, from local communities to top companies to governments worldwide, and even in space.

Our culture,
values and commitment to diversity make EDF an exciting and meaningful place to work. Every job here makes a difference. Won’t you join us?
Responsibilities :

Overall Function:

The Senior Assistant will work across several workstreams within the People and Nature Operations Team and play a key role in ensuring smooth operation of day-to-day activities including invoices, contracts, expense reimbursements, scheduling and more. We are seeking a highly organized self-starter who is able to effectively plan administrative activities and prioritize workloads in a challenging but rewarding work environment. This position reports to the Program Coordinator within People & Nature.

Key Responsibilities:
  • Support the team in drafting service agreements and sub award agreements.
  • Facilitate contract preparation and communication with consultants.
  • Set-up new vendors and research vendor issues.
  • Coordinate the process of obtaining necessary reviews and approvals for new service agreements.
  • Receive invoices for vendor and grant payments from staff, review for accuracy and compliance, cross-check them against service agreements and submit for payment processing and track payment status for budget managers.
  • Liaise with the Finance department to track the status of vendor payments as needed.
  • Organize and update contracts and grants within EDF’s internal databases.
  • Update and maintain consultant and grantee information.
  • Assist with resolving queries on accounts payable and vendor set-up.
  • Prepare, submit and track corporate credit card expense and reimbursement reports.
  • Manage calendars, meetings and travel to optimize efficiency.
  • Arrange domestic and international travel as needed for team members including hotel and airfare bookings.
  • Participate in departmental meetings and trainings.
  • Participate in process improvement initiatives across the organization as it relates to operations.
  • Educate program staff regarding operational processes as needed.
  • Participate in advancing EDF DEI goals in which people from all backgrounds and experiences feel connected, included, and empowered to address the environmental and organizational challenges in alignment with EDF values.
  • Contribute to the design, planning, and execution of key events.
  • Additional relevant responsibilities as assigned.

Qualifications:
  • High school diploma required with at least 4 years of related experience. Bachelor’s degree may substitute for up to 2 years of work experience.
  • Detail-oriented ability to review documents and spot mathematical and grammatical errors.
  • Superior time management skills; ability to prioritize multiple tasks and meet deadlines
  • Ability to quickly learn new computer software and navigate between multiple systems.
  • A high degree of proficiency in MS Office Suite, particularly Word and Excel. Must be able to work with track changes in Word.
  • Experience with Concur and/or Oracle NetSuite desirable.
  • Strong communication, interpersonal, and diplomatic skills: the ability to effectively liaise with diverse colleagues across time zones.
  • Enthusiasm for team approach and problem solving.
  • Ability to be flexible under pressure with changing priorities and perform well in a fast-paced team environment with tight deadlines.
  • Demonstrates self-awareness, cultural competency and inclusivity, and ability to work with colleagues and stakeholders across diverse cultures and backgrounds.
  • Self-motivated and creative with meticulous attention to details.
  • Ability to work independently and as part of a diverse team.
  • Interest in environmental conservation issues a plus.

EEO Information:
Environmental Defense Fund is an equal opportunity employer where an applicant's qualifications are considered without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or any other basis prohibited by law.