Executive/Operations Assistant

YOUR POSITION WITH TNC

The Executive/Operations Assistant will provide project management, coordination, and direct administrative support to the Idaho State Director and Deputy State Director, and provide general operations management in the Boise, Idaho office. The position will report to the State Director and will support and be a member of the Executive Leadership Team (ELT), Conservation Leadership Team (CLT) and the Operations Team. This is a full-time, permanent position.

ESSENTIAL FUNCTIONS

The Executive/Operations Assistant will be responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, answering phones, drafting correspondence, processing expenses, and scheduling and coordinate logistics of meetings and special events. They will use available systems and resources to maintain, track and research data, and produce and review reports for supervisor. They will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide targeted training related to needs of Director. They will implement processes and practices in order to improve effectiveness. The Assistant will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will communicate on behalf of supervisor with staff in various programs across the Conservancy; as well as with donors, vendors, and business relations. They will effectively communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. They will perform administrative functions for program, as required.

Assistant will support the Conservation Program by providing project management, coordination, and direct administrative support to the Deputy Director (DD).  Support the DD in the coordination, integration, and adaptive management of the Chapter’s conservation programs and integrated functions (stewardship, science, and external affairs). Assist the Deputy Director in managing the Conservation Leadership Team (CLT) and bridge communication and strategies between ELT and CLT. The Assistant will promote a culture of teamwork and be a resource for teams across the Idaho Chapter.

In the operations role, Assistant will be responsible for a full range of administrative support for the Boise office staff and the Idaho Operations Team. Functions include, but are not limited to, greeting guests, answering phones, maintaining office equipment and the Boise auto fleet, working with vendors, ordering office supplies, technology support, facility management/liaison with landlord and coordinating logistics for meetings, trainings and events.

RESPONSIBILITIES & SCOPE

• Act independently on assigned tasks and exercise independent judgment based on analysis and experience; work is diversified and may not always fall under established practices and guidelines;
• Work within scope of program’s strategic goals;
• Provide project coordination and administrative support to project teams and processes involving multiple staff across conservation and functional programs, work within a defined timeline and budget;
• Develop agendas, manage calendars, take notes, track action items, facilitate meetings, review and approve expense reports and time sheets, draft correspondence, and support meeting logistics and travel arrangements;
• Demonstrate sensitivity in handling confidential information;
• Perform non-routine analysis, research and follow-through;
• Support conservation information management via TNC’s systems;
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
• Make purchases, process invoices, contract with vendors, and assist with budget preparation;
• May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
• May supervise administrative and/or volunteer staff, including training and professional development;
• Provide input through project teams for the improvement of existing programs;
• Refer difficult questions and unusual problems to supervisor;
• Travel and work flexible hours; and
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

MINIMUM QUALIFICATIONS

• Bachelor’s degree and 2 years’ experience or equivalent combination;
• Experience generating reports and interpreting data;
• Experience in business writing, editing, and proofreading;
• Experience organizing time and managing diverse activities to meet deadlines; and
• Experience working across teams and communicating with a wide range of people

DESIRED QUALIFICATIONS

• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
• Ability to analyze information for the purpose of coordinating and planning activities, and solving problems;
• Ability to use existing technology to achieve desired results;
• Experience in meeting management and note taking;
• Experience interpreting guidelines to achieve desired results;
• Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff; and/or
• Strong organization skills, accuracy, and attention to detail