Executive Assistant Senior Coordinator
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.
The Executive Assistant Senior Coordinator (EA Senior Coordinator) is responsible for providing administrative, operations, analytical, and project support for the Senior Vice President of the Americas Field division, The Vice President for Climate for Nature (VP), and key members of the division’s management team. Duties include managing the SVP’s meeting and travel calendar, supporting VP calendar for complex meetings, handling confidential and sensitive information, preparing presentations and meeting materials, making travel arrangements, and completing other related administrative tasks. The EA Senior Coordinator supports key department/division initiatives by preparing high-level correspondence, briefings, meeting notes, and tracking and following up on outstanding items.
Duties are varied and include overseeing financial transactions, supporting the preparation of FY budget expenses for the SVP and management team members, maintaining filing, and reporting systems, creating reports and analysis, new hires onboarding, and other proactive office support to ensure the efficient functioning of the division. They will also provide meeting/conference planning, time recording, travel, and IT liaison support as directed. They will support those operating in fundraising efforts for the division as requested by SVP.
The Senior Operations Coordinator serves as a go-to resource on operational matters. As the primary point of contact for the SVP and the Division Management Team, the EA Senior Coordinator must display firmness, diplomacy, and tact in managing competing priorities and requests for the executives’ time and attention. Responds to emails and other communications on behalf of the executive and represents them as directed. Duties are highly confidential and require a thorough understanding of CI’s policies, procedures, programs, and operations and the ability to work effectively with others and respond in due time, especially in urgent matters.
Operations Support (Administrative and Logistic):
- Function as a recognized resource for routine and non-routine operation matters. Educate staff in understanding and applying CI operation policies and procedures and resolving their questions or concerns.
- Review time reporting for proper coding and charging.
- Work with payroll to make corrections/reclasses.
- Screen incoming correspondence, calls, and requests and determine priority and appropriate disposition.
- Ensure that critical and sensitive information flows to the SVP and Division Management Team in a timely manner, developing appropriate follow-up procedures.
- Consolidate and provide SVP and VP information and materials in preparation for travel, and speaking engagements, including maintaining bio, list of publications, and other relevant information
- Key Stakeholders Lists: Identify internal or external people to be reached (finding emails, phones, contacts)
- Serve as Americas point of contact at the division for volunteers, interns, and new staff such as assisting in the procurement of equipment, coordinating seating arrangements, and onboarding assistance
- Onboarding packages for new staff (organizing meetings, training new employees, sharing documents/info)
- Lead Human Resource liaison at Arlington and the Americas countries by completing and routing documents including offer request forms, salary changes, promotion and merit letters, and all position changes documents, including collecting signatures for documents
- Support the SVP with the usage and management of credit cards and expenses
- Reimbursement of health insurance – monthly
Agendas, Meetings, and Travel:
- Manage the SVP’s business and travel calendar, coordinating activities with others as appropriate, scheduling priority, emergent, and recurring meetings
- Main responsible for organizing the SVP travel and managing team travels planning
- Organize meeting logistics – including meeting rooms, travel arrangements, catering, and other needs of the team (visas, tickets, hotel, reports, meeting schedules, catering, reservation of rooms, badges, ordering equipment and supplies)
- Support in organizing Concur reports for SVP and VP Nature for Climate
- Support visitors to Arlington or to the region (connect to local offices)
- Invitation and Visa letters for partners to visit the US or other countries
- Manage logistics support for field teams, including meeting and workshop preparation and mailings to field-based staff
- Organize monthly CMT meetings (logistics, agenda)
- Organize the Americas Council meetings
- Coordinate and provide IT support for meetings/virtual meetings
Contracts and Grants:
- Route contracts, proposals, and grants for signature
- Identifying ways to improve operational efficiency
Fundraising and Development:
- Develop and maintain shared files of proposals, fact sheets, forms, and other for use in proposals and fundraising (PARS, etc.)
- Maintain/Update Razor’s Edge (RE) with Americas information.
- Support management of Americas Council and other meeting logistics.
- Support communications to donors and other partners.
Communications and Research:
- Gather information and assist SVP, and VP in preparation for senior-level meetings, donor and partnership meetings, and develop briefing materials.
- Produce meeting notes and minutes.
- Support internal communications in the Americas Division.
- Update country data sheets, background materials, and other relevant information.
- Create informative and easy-to-understand visuals.
- Support presentations/communications- putting presentations and materials together, doing research to prepare, etc.
- Organize surveys to collect information from teams.
- Collaborate with program leads to ensure cross-team collaboration and communications, maintain the Americas’ calendar and SharePoint sites
- Proofread, edit, and write documents as requested.
- Assist the SVP with managing communications, both internally with other CI teams, the Americas CMT and Americas Field Division, and externally with a wide variety of constituents, including key partners, potential and existing donors.
- Collect and consolidate of Americas monthly reports for CI leadership. Manage email accounts, list serves, and Americas WhatsApp groups.
- Manage and maintain the Americas SharePoint sites including Americas Council, Americas Field Division, Americas Hub, and Americas Field Programs.
- Provide presentation, content, and research support to Americas leadership as requested by SVP.
- Responsible for building relationships across CI to increase communication and improve inclusiveness.
- Continually identify opportunities to increase/improve collaboration, communication, and training.
- Content research for articles / slide decks for fundraising / development.
- This position is open to CI Offices in the Americas (Bolivia, Brazil, Colombia, Costa Rica, Ecuador, Guyana, Mexico, Peru, Suriname) or Arlington, VA. Please view a full list of our Global Offices here.
- Typical office environment.
- Occasional international travel – Once a year to management team meetings.
- Bachelor’s degree or up to four years of college-level work.
- 2 to 4 years of related work experience in providing administrative support to high-level leaders and multidisciplinary teams.
- Strong organization, communication, and interpersonal skills.
- Proven team player.
- Ability to manage multiple tasks in a fast-paced environment.
- Fluency in MS Office and Google Apps (Mail, Drive, Hangouts, etc.).
- Excellent verbal and written communication skills (English and Spanish).
- Experience with interpreting data and generating reports and analyses.
- Experience working in an INGO or the environment field is helpful.
- Ability to work under general supervision and take initiative to solve problems without continual supervision.
- Highly organized and motivated.
- Discretion and sensitivity regarding personnel issues, when necessary.
- Knowledge of Portuguese (desirable).
- Understanding of conservation projects (desirable).
To apply for this position please submit a resume and cover letter.
Application Deadline: August 30, 2022 (11:49 PM EST)
See all Conservation International Career Opportunities HERE
Conservation International is an Equal Opportunity Employer Minorities/Women/Vets/Disabled