The position handles administrative and programmatic responsibilities that support a diverse programmatic portfolio on behalf of the Chief Conservation Officer (CCO) at the National Fish and Wildlife Foundation (NFWF). This position will interact with leaders from non-profit organizations, Federal agencies and corporations, as well as internal staff at all levels of the organization. This position will provide support to the Chief Conservation Officer in all aspects of administrative and programmatic activities, such as gathering and organizing various conservation team reports, preparation of weekly highlights, scheduling, processing expense reports, coordination of vendors, coordination of meetings and conferences and scheduling travel. This position has exposure to confidential and sensitive information and deals with a diverse group of important external partners and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload.
In addition, this position will help coordinate Board materials and other Board related programmatic information. This position will provide support to other Program and Science Foundation staff to assure that the Foundation achieves its conservation objectives, maintains the highest level of cooperation with its funding partners, provides the highest level of service to its recipients, and fully complies with all relevant obligations and duties.
Duties and Responsibilities
- Supports CCO on a daily basis to facilitate the organization of various Foundation activities, including managing calendars and scheduling, coordinating and booking travel, completing expense reports, compiling meeting materials, completing electronic signature requests, and providing other support as needed.
- Assists CCO in prioritizing, maintaining, and updating daily schedule, tasks, meetings and deliverables.
- Monitors conservation team’s monthly schedule and compiles monthly conservation team reports.
- Assists CCO in managing workflow from various conservation team divisions, including the partnership offices, national programmatic team members and others.
- Drafts written responses or replies by phone or e-mail when necessary to grantees, vendors, partner agencies and others. Responds to regularly occurring requests for information.
- Takes messages or fields/answers all routine and non-routine questions.
- Provides back-up for Executive Director/CEO’s Senior Executive Assistant when SEA is absent or in need of additional assistance.
- Prepare expense reports for various members of senior management, and coordinates approval of expense reports for other Senior Team members.
- Acts as liaison with other departments and outside parties, including high level internal team member.
- As requested by CCO, attend and take notes during meetings and prepare list of action items produced during such meetings.
- Assist in the preparation and distribution of Board meeting materials as requested.
- Assist with coordination of external workshops and speaking engagements.
- Assist with coordination of Board-directed projects as needed.
- Collect and compile Science, Programs, and Operations weekly highlights to disseminate to NFWF staff.
- Coordinate weekly meetings with Science, Programs, and Operations Leads. Coordinate monthly meetings with all Science, Program, and Operations staff.
- Provide support to Regional Directors, Managers, and Coordinators across all Programs on annual conservation activities.
- Collaborate with and assist other Foundation staff in the implementation, through strategic grantmaking, of conservation priorities.
- Communicate key decisions regarding conservation grant making to Foundation staff.
- Manage program database records and develop status reports as needed for review by management.
- Generate reports for a variety of internal and external audiences.
- Respond to internal and external inquiries about program status.
- Participate in development activities to further the mission of the Foundation, as directed.
- Three to five years’ work experience and in-depth understanding of entire MS Office suite.
- Problem solving—identifies and resolves problems in a timely manner, gathers and analyzes information skillfully and maintains confidentiality.
- Interpersonal skills—maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
- Verbal communication—speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.
- Written communication—edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
- Planning/organizing—prioritizes and plans work activities and uses time efficiently.
- Quality control—demonstrates accuracy and thoroughness and monitors own work to ensure quality.
- Adaptability—adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
- Dependability—consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.