Executive Assistant, CA Development Department

The Nature Conservancy • San Francisco, CA

38d • Hybrid

About The Position

The Executive Assistant will be responsible for providing direct administrative support to the Chief Development Officer and Deputy Chief Development Officer. The Executive Assistant will support the day-to-day work of the California Development Department. The Executive Assistant will work from the San Francisco office 3 - 4 days/week. Reporting to the Deputy Chief Development Officer (DCDO), the Executive Assistant (EA) serves as a key partner to Chief Development Officer (CDO) and DCDO. Working in a fast-paced environment that has daily variability and high visibility throughout the organization, the EA manages multiple deadlines under tight timelines while anticipating needs and solving problems proactively. Key responsibilities to support the CDO include: coordinating the daily and weekly prioritization of meetings, communications, and tasks that the CDO needs to accomplish; acting as a representative for the CDO with internal and external stakeholders including C-suite staff, board members, and principal gift donors; calendar management; travel coordination; expense management; and project support. The EA will coordinate agendas and facilitate meetings for the Development Senior Management Team (DSMT), the administrative team, and the Development department. The EA is also a key member of these teams, supporting a positive team culture, and builds networks of colleagues in similar C-suite support roles throughout the Chapter and across the organization for the purpose of better supporting the CDO, the DCDO and the department. The EA will help department members and others across the organization access the CDO and the department more broadly by assessing and prioritizing requests and escalating critical needs. In addition the EA will support the execution of high priority events for the department and the CDO’s donor meetings and field trips by coordinating logistics, driving preparation and scheduling debriefs. The EA will work closely with the DCDO on projects related to the implementation of the team’s culture, activity measures, and work across teams, including supporting executives visiting from outside of the business unit. The EA will perform administrative duties such as leading correspondence, project managing execution of tasks to support the CDO’s, DCDO’s and departments goals, prioritizing and planning travel, tracking time and expenses, and reviewing the time and expense tracking of direct reports, preparing and printing materials as needed, and facilitating other chapter or organizational reviews and approvals as needed. The EA will maintain, track, analyze, and report on key data for the CDO, DCDO, and the Development Senior Management team. S/he will adapt processes and implement recommended practices to improve effectiveness. They will communicate on behalf of the CDO and DCDO and have substantial contact with stakeholders, including all levels of staff, donors, volunteers, vendors, and business relations. The EA takes on additional duties to enhance the work of the team. Such responsibilities may include but are not limited to a significant role in training, developing documentation, and/or enhancing the systems and tools used by the team.

Requirements

• Bachelor’s degree and 3 years of related experience (or equivalent combination of education and experience)
• Experience coordinating events
• Experience generating reports, and analyzing and interpreting data
• Experience managing the schedule and contacts of a senior leader
• Experience in discreetly managing highly sensitive, often confidential, information in a professional manner
• Experience with database management
• Experience working across departments

Nice To Haves

• 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.
• Ability to anticipate needs and resolve issues proactively.
• Ability to analyze information for the purpose of coordinating and planning activities, and solving problems.
• Experience interpreting guidelines to achieve desired results.
• Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff.
• Strong organization skills, accuracy, and attention to detail.
• Strong written and verbal communication skills
• Experience with Mac computers as well as familiarity with tools like Microsoft Office Suite, calendar systems, and collaboration platforms.

Responsibilities

• Coordinating the daily and weekly prioritization of meetings, communications, and tasks that the CDO needs to accomplish
• Acting as a representative for the CDO with internal and external stakeholders including C-suite staff, board members, and principal gift donors
• Calendar management
• Travel coordination
• Expense management
• Project support
• Coordinate agendas and facilitate meetings for the Development Senior Management Team (DSMT), the administrative team, and the Development department
• Supporting a positive team culture
• Building networks of colleagues in similar C-suite support roles throughout the Chapter and across the organization for the purpose of better supporting the CDO, the DCDO and the department
• Helping department members and others across the organization access the CDO and the department more broadly by assessing and prioritizing requests and escalating critical needs
• Supporting the execution of high priority events for the department and the CDO’s donor meetings and field trips by coordinating logistics, driving preparation and scheduling debriefs
• Working closely with the DCDO on projects related to the implementation of the team’s culture, activity measures, and work across teams, including supporting executives visiting from outside of the business unit
• Leading correspondence, project managing execution of tasks to support the CDO’s, DCDO’s and departments goals, prioritizing and planning travel, tracking time and expenses, and reviewing the time and expense tracking of direct reports, preparing and printing materials as needed, and facilitating other chapter or organizational reviews and approvals as needed
• Maintaining, tracking, analyzing, and reporting on key data for the CDO, DCDO, and the Development Senior Management team
• Adapting processes and implement recommended practices to improve effectiveness
• Communicating on behalf of the CDO and DCDO and have substantial contact with stakeholders, including all levels of staff, donors, volunteers, vendors, and business relations
• Taking on additional duties to enhance the work of the team, such as a significant role in training, developing documentation, and/or enhancing the systems and tools used by the team
• Acting independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems
• Working within scope of program’s strategic goals
• Ensuring compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements
• Conducting purchasing, processing invoices and transfers, negotiating and contracting with vendors
• Participating in budget preparation
• Maintaining confidentiality of frequently sensitive and emotionally-charged information
• Managing projects with several variables, set realistic deadlines, manage timelines, and ensure accountability
• Providing input through project teams for the development and implementation of new initiatives or the improvement of existing programs
• Traveling and working flexible hours, as needed

Benefits

• TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level