Executive and Administrative Assistant
The Executive and Administrative Assistant (EAA) provides administrative, operations, and project support to the Betty and Gordon Moore Center for Science (Moore Center), including its leadership. The Moore Center is Conservation International's science division and the EAA will provide direct and regular support to Center’s leadership, including the SVP/Managing Director and other executive leaders of the Moore Center. In addition, the AA is responsible for certain administrative and operational activities for the Moore Center. The EAA manages calendars and meeting schedules, makes travel arrangements, prepares correspondence, processes travel and expense reimbursements, and provides support to meetings, events, and working groups. The EAA is also responsible for Moore Center administrative needs such as procurement, HR files and on-boarding new employees. This position requires a broad and comprehensive knowledge of CI’s policies, standard operating procedures and values. The EAA must have the ability to make independent judgments related to administrative matters and the ability to communicate effectively with all levels of management both inside and outside of CI. This position requires superior administrative skills, excellent relationship-building skills, ability to multi-task and an ability to handle confidential and sensitive information with the highest degree of professionalism. This position serves as a liaison between the SVP and staff from all CI divisions, particularly the CEO’s office and other senior CI staff.
- Proactively support the SVP regarding all administrative matters within the Moore Center.
- Develop, produce, and edit correspondence for the SVP, to include letters, memos, forms, policies and procedures (includes handling of confidential information).
- Assist the SVP in the management of schedules and manage communications with a wide variety of constituents, including potential and existing donors. On behalf of SVP, respond to e-mails and telephone calls as appropriate. Exercise utmost discretion regarding all communication, including SVP’s e-mail.
- Take minutes and keep records of staff meetings.
- Maintain phone and email directories for the SVP.
- Manage SVP’s daily schedule and calendar, including dealing with meetings and schedules spanning multiple time zones.
- Set up and coordinate meetings and conference calls, including support for computer presentations and on-site logistics.
- Prepare expense reports and reimbursement forms for SVP and Moore Center executives; this includes determining the appropriate source of funds (within CI or external). Appropriate form of reimbursement request must be ascertained and used.
- Manage SVP’s travel schedule and make travel arrangements as needed
- Remind SVP and others responsible parties of deadlines as needed.
- For selected remotely-based Moore Center staff, serve as administrative point of contact, make travel arrangements and prepare expense reports.
- Maintain Human Resource files for Moore Center employees
- Provide procurement support including new computers, office supplies, etc.
- Process vendor invoices
- Provide on-boarding support to new hires
- Assist SVP with gathering information and preparation for senior-level meetings, including draft talking points and provision of briefing materials.
- Provide support to Science Advisory Board meetings or other important donor and partner meetings.
- Proofread, edit and write documents as requested by SVP.
- Collect and consolidate information for CI reporting requirements, including reports to the Board, quarterly reporting, annual planning documentation, and donor reporting.
- Maintain databases and project plans related to projects.
- Perform special projects for the SVP, as needed.
- Represent the SVP as deemed appropriate and necessary.
- Liaise with CI board, internal, and external members of the Science Advisory Board, and their representatives, at the request of the SVP.
- Prepare agendas, logistics, A/V requirements, materials and catering for Moore Center all-staff meetings, Team Leads meetings, and other key meetings as required.
- Maintain appropriate filing systems.
- This position is based in CI-Headquarters in Arlington, Virginia
- Normal office environment
- Occasional work outside of normal business hours is expected
Bachelor’s degree or 3-5 years of related work experience.
- Minimum of 3 years of professional support to senior-level executives.
- Excellent organization and prioritization skills.
- Resourcefulness and ability to work proactively and independently.
- Ability to anticipate needs of others and to take initiative to make progress on activities and projects.
- Force of presence and influence skills: ability to accomplish complex assignments requiring cross-organization cooperation. Ability to motivate teammates.
- Strong verbal and written communication skills, and attention to detail, with the ability to effectively communicate with individuals from a variety of disciplines, cultures and backgrounds.
- Flexibility and willingness to work in situations of flux; ability to work in a fast turn-around environment; excellence in multi-tasking.
- Strong work ethic; takes pride and has willingness to take ownership for wide-ranging responsibilities.
- Superior professionalism and discretion in all affairs.
- Superior computer skills and knowledge of Microsoft Office software. Extremely computer literate.
- Solution-oriented approach, ability to anticipate and proactively solve problems, and desire to learn new processes, computer skills, or other skills needed for job performance.
- Desire to learn about all aspects of the organization.
- Sense of humor, ability to have fun, interest in building a strong culture