Operations and Executive Assistant

OFFICE LOCATION

Helena, Montana, USA

WHO WE ARE

The mission of The Nature Conservancy (TNC) is to conserve the lands and waters upon which all life depends. As a science-based organization, we develop innovative, on-the-ground solutions to the world’s toughest environmental challenges so that people and nature can thrive. Our work is guided by our values, which include a commitment to diversity and respect for people, communities, and cultures. From a rewarding mission to career development and flexible schedules, there are many reasons to love life #insideTNC. Want to know more? Check out our TNC Talent playlist on YouTube   to hear stories from staff or visit  Glassdoor.

One of TNC’s primary goals is to cultivate an inclusive work environment so that employees around the globe have a sense of belonging and feel that their unique contributions are valued. We know we’ll only achieve our mission by hiring and engaging a diverse staff that reflects the communities in which we work. Recognizing that people bring talent and skills that have been developed outside the scope of a job, we take a holistic approach to recruitment that considers life experience in addition to the professional requirements listed in our postings. Please apply – we’d love to hear from you. To quote a popular saying at TNC, “you’ll join for the mission, and you’ll stay for the people.”

WHAT WE CAN ACHIEVE TOGETHER

The Operations and Executive Assistant (Assistant) will provide direct administrative support to the Montana State Director and Director of Finance and Operations for the Montana Chapter. They will work as part of a team within the Montana program coordinating tasks related to one or more functional activities, such as office reception, operations support, procurement, meetings management, special events, training, and travel. The Assistant may also provide administrative support to the Montana Leadership Team. 

The 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 gifts and expenses, and planning, scheduling, and coordinating logistics of meetings and special events. They will be responsible for purchasing, central filing, mailroom operations, facility management, telecommunications, and reception. They will be well versed in the systems and resources utilized by the team to execute assigned tasks. 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 the Montana State Director and Director of Finance and Operations. They will implement processes and practices to improve effectiveness using strong organization skills, accuracy, and attention to detail. The Assistant will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will communicate on behalf of Montana State Director and Director of Finance and Operations 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 the Montana program, as required.

Responsibilities & Scope:

• Provide direct support to the Montana State Director including booking travel, managing expense reports, scheduling meetings, creating agendas, and taking minutes.
• Plan logistics for staff retreats, parties, and gatherings.
• Provide in-person reception, supply purchases, mail sorting and gift processing in the Helena, MT office.
• 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.
• Coordinate projects with several variables, work within a defined timeline and budget.
• Demonstrate sensitivity in handling confidential information.
• Perform non-routine analysis, research, and follow-through. 
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
• Make purchases, 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.
• 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.

WHAT YOU’LL BRING

• Bachelor’s degree and 2 years’ experience or equivalent combination.
• Experience booking travel, managing calendars, completing expense reports, and communicating for others.
• Experience using organizational techniques to provide accurate results.
• Experience in business writing, editing, and proofreading.
• Experience organizing time and managing diverse activities to meet deadlines.
• Experience working across teams and communicating with a wide range of people.

SALARY INFORMATION

The starting pay range for a candidate selected for this position is generally within the range of $50,300 – $54,000 or $27.64 – $29.67 hourly for annual base salary. This range only applies to candidates whose country of employment is the USA. Where a successful candidate’s actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate’s location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.

The Nature Conservancy is an Equal Opportunity Employer. Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.

The successful applicant must meet the requirements of The Nature Conservancy’s background screening process.