Executive Assistant

The Nature Conservancy•Birmingham, MS

1d•$61,000 - $76,000•Remote

About The Position

The Executive Assistant will be responsible for being an executive business partner to a senior manager or a high-level business unit director. Essential Functions The Executive Assistant will provide high-level administrative support, including domestic and international travel arrangements, meeting and special events planning and logistics, calendar management, drafting and reviewing correspondence, processing expenses and budget preparation. They must have advanced knowledge of the systems and resources utilized by the program to provide support and coordinate communications related to the resources. They will maintain, track, analyze, and report on key data for senior management. They will provide guidance in satisfying requirements based on extensive knowledge of policies and procedures. They will adapt processes and implement recommended practices to improve effectiveness. They will provide advice, recommendations and targeted training related to the needs of the Executive Director and Executive Leadership Team. They will communicate on behalf of their supervisor and will have substantial contact with stakeholders, including members of the board of directors, all levels of staff, donors, volunteers, vendors, and business relations. They will act as the Board of Trustees liaison and manage Board communications and in person and virtual meetings and special events. The Assistant will work knowledgeably and confidently across all departments and program teams providing a critical link to the State Director. They will take on additional duties to enhance the work of the team. Such duties may include, but are not limited to, a more significant role in training, developing documentation, and/or enhancing the systems and tools used by the team. The position can be located in Louisiana, Mississippi or Alabama.

Requirements

Bachelor's degree and 3 years related experience or equivalent combination
Experience generating reports and analyzing and interpreting data
Experience managing the schedule and contacts of a senior leader
Experience with database management
Experience working across departments
Valid driver's license and compliance with TNC's Auto Safety Program
Successful completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record

Nice To Haves

Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated
Ability to implement complex processes
Ability to use existing technology to achieve desired results
Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff
Experience coordinating projects
Experience interpreting guidelines to achieve desired results
Experience supervising staff, interns and/or volunteers
Strong organizational skills, accuracy, attention to detail and ability to manage multiple tasks
Successful experience implementing strategic program goals

Responsibilities

Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines
Work within scope of program’s strategic goals related to the Executive Director and Executive Leadership Team
Act as the Chapter’s Trustee Liaison, and manage Trustee on-boarding, operations and communications in partnership with the Executive Director and other departments
Project manage trustee events, including Board field trips, meetings, and dinners, as well as other events on behalf of the Executive Director
Manage the Executive Director’s calendar, including making travel arrangements
Process expense reports on behalf of the Executive Director
Manage schedule, logistics, and communications for regularly occurring meetings with Executive Leadership team, Senior Leader team, and all-staff
Create high quality, sophisticated presentations and related support materials for the Executive Director and Board
Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; decisions may bind the organization financially or legally
Participate in budget preparation
Maintain confidentiality of frequently sensitive and emotionally-charged information
Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability
May participate in complex negotiations
Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs
Travel and work flexible hours, as needed
Work is diversified and may not always fall under established practices and guidelines