Special Assistant, Shared Services

The Ocean Conservancy • Washington, DC

9d • Hybrid

About The Position

The Special Assistant provides direct, proactive executive support to the Chief Financial and Administrative Officer (CFAO), along with project- and task-based assistance to the Shared Services department. Shared Services includes Finance, People and Culture, Information Technology, Legal, and Operations. The role requires sound judgment, initiative, and close attention to detail, and helps ensure that critical cross-departmental work is executed effectively. The position reports directly to the CFAO and has dotted-line relationships with the department’s other Vice Presidents.

This is a full-time position based in Washington, D.C., with a hybrid schedule requiring at least two days in the office each week. Responsibilities include executive and departmental coordination, administrative support, and assistance with specific workflows across the Shared Services divisions.

Requirements

• 3–5 years of administrative or related work experience.
• Excellent organizational, project management, and coordination skills, with attention to detail and conscientious adherence to deadlines and deliverables.
• Ability to work independently and as part of a strong team, with self-direction and discipline.
• Strong moral and ethical character and demonstrated ability to maintain confidentiality of highly sensitive information.
• Experience using Microsoft Office, particularly Outlook, Excel, Word, and PowerPoint.
• Strong oral and written communication skills.
• Demonstrated initiative, creativity, and adaptability.
• Bachelor’s degree or equivalent experience.

Nice To Haves

• Passion for providing high-level administrative and organizational support in service of an organization’s goals.
• Interest in and experience with improving systems and processes.
• Experience working in nonprofit organizations.
• Passion for Ocean Conservancy’s mission.

Responsibilities

• Serve as a liaison between the CFAO and other departments, supporting communication, transparency, alignment, and partnership.
• Facilitate information flow to the CFAO by compiling meeting agendas, managing deadlines, scheduling meeting debriefs, circulating notes for critical meetings, and following up on action items.
• Provide administrative support to the CFAO, including calendar management, travel arrangements, and expense submission.
• Manage the Shared Services departmental calendar, including scheduling, planning, and supporting leadership meetings and capturing and following up on action items.
• Coordinate meeting production and logistics as needed.
• Manage the status and timelines of key projects and workflows, keeping internal constituencies aligned and informed.
• Provide backup office-management support when the Office Manager is out.
• Provide Finance overflow support, including data entry, accounts payable processing, and inventory tracking.
• Assist People and Culture with recruiting, including candidate interview scheduling, materials review, and onboarding and offboarding logistics and support.
• Support Information Technology with bill and invoice entry and processing, inventory management, and help desk ticket monitoring.
• Assist Legal with document management, including data entry and templating, and basic research as appropriate.
• Assist Operations with grant and subgrant due diligence, including materials aggregation and review and coordination with relevant departments.
• Perform other duties as needed and assigned.

Benefits

• Medical, dental, and vision coverage for employees, spouses, domestic partners, and dependent children, effective on the first day of employment.
• Employer-paid short-term and long-term disability insurance.
• Employer-paid basic life insurance.
• Healthcare and dependent care flexible spending accounts.
• Retirement benefits: immediate 100% vesting and ability to contribute upon hire; after one year, the employer establishes a 401(a) retirement account and contributes an amount equal to 6% of monthly salary, regardless of participation in the 403(b) plan.
• Paid time off, including 15 vacation days, 11 paid holidays, 12 sick days, and 2 personal days.

What This Job Offers

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