Operations Specialist

The Nature Conservancy•Arlington, TX

4d•Remote

About The Position

The Operations Specialist will support the Policy Team in the Policy and Public Funding Business Unit. Specifically, the Specialist will support the teams by providing executive assistance support to the leadership of the Policy team, and executing tasks related to one or more functional activities, such as project coordination, operations support, meetings management special events and expense report preparation and reviews. This position reports to the Senior Director of Policy and is a full-time position. This position may be located anywhere TNC is authorized to conduct business, with a preference for Latin America (Argentina, Belize, Brazil, Chile, Colombia, Ecuador, Guatemala, Mexico, Peru). The Operations Specialist will support the delivery of the strategic priorities of the Policy Team through the delivery of executive assistance to the leadership of the team, including calendar management and expense reporting. They may also be responsible for planning and execution of logistics for special events and/or meetings, and data and information management. In addition, the Specialist may perform Information Systems and administrative tasks, including processing forms, preparing reports and forecasts, supporting contracts management and monitoring budgets. They will respond to inquiries about program activities, create program materials, and draft correspondence. They will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. They will maintain, track and research data, produce and review reports, and perform program analysis. The Specialist will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide support for targeted training related to the functional area of the team. They will implement processes and practices in order to improve effectiveness. The Specialist may communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.

Requirements

Bachelor’s degree and 2 years related experience or equivalent combination
Experience coordinating administrative processes
Experience generating reports and interpreting data
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

Responsibilities

Contribute to the effective and efficient management of the team by assisting the policy leadership team and leading coordination on administrative and operational matters across the team as and when required
Provide project coordination support across policy teams, including tracking action items, facilitating follow-up, engaging stakeholders, and managing data and information
Support meeting management activities, including scheduling, note-taking, action item tracking, and follow-up
Coordinate special events, including by managing schedules, drafting communications, curating participant lists, overseeing logistics, and ensuring technology readiness
Expense report preparation and review
Work within scope of program’s strategic goals
Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor
Coordinate projects with several variables, working 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
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
Travel and work flexible hours as needed
Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain
Work is diversified and may not always fall under established practices and guidelines