Special Assistant to Chief Conservation Officer

at  Ocean Conservancy

POSITION TITLE: Special Assistant to Chief Conservation Officer
DEPARTMENT/PROGRAM: Conservation
REPORTS TO: Senior Director of Conservation Support
STATUS: Regular, Full Time, Non-Exempt
LOCATION: Washington, D.C. Preferred; Other locations considered

POSITION SUMMARY

The Special Assistant is responsible for direct, proactive executive support to the Chief Conservation Officer, which includes managing their demanding schedule, and undertaking special projects that require sound judgment, initiative, and confidentiality. The position will also provide light administrative support to three other conservation leaders.
Diplomacy and discretion are essential to this position and the Special Assistant is often exposed to highly sensitive issues. This position knows how to balance an informal internal work environment with the formality required when representing Ocean Conservancy and the Chief Conservation Officer externally. The Chief Conservation Officer oversees the conservation work of Ocean Conservancy as well as works in lockstep with the CEO on organization-wide initiatives.

REQUIRED SKILLS/QUALIFICATIONS/EXPERIENCE

• Five years of experience in support of a top level/senior leader or Executive leader in a management, operations, advocacy, or policy role; with an emphasis on project and calendar management.
• Passion for providing multifaceted administrative and organizational support in proactive service to the organizations goals.
• A high-level performer who remains attentive to details and adheres strictly to deadlines and deliverables while keeping a larger vision in mind while supporting accurate, timely, and powerful policy, products, and positions.
• Superb organizational and project management skills and strong desire to ensure organizational operations run smoothly; attentive to details and conscientious in adhering to deadlines and deliverables.
• Highly discrete and able to be trusted with confidential information relating to the organization and its staff.
• Proven ability as a high-level performer to manage multiple priorities, work independently, and handle a fast-paced work environment in good humor.
• Demonstrates professionalism, initiative, creativity, discipline, and commitment.
• Strong oral and written communication skills, with demonstrated ability to self-edit.
• Experience with Microsoft Office (Word, Excel, Power Point, Outlook, etc.), and Zoom conferencing Software.
• Focused, positive attitude, flexible, and proactive.

EDUCATION/TRAINING

Associates degree or higher preferred or equivalent work experience.

The Special Assistant is responsible for coordinating the day-to-day operations and workflow of the Chief Conservation Officer, including:

• Serves as key liaison to the Conservation VPs and provides support to other organizational leaders as needed (a bridge builder).
• Provides judicious management of the Chief of Conservations time in the office and offsite, including oversight of meetings, travel arrangements, and associated logistical details; ensures their calendar is kept current and accurate.
• Monitors deadlines and proactively provides appropriate reminders to the Chief of Conservation.
• Coordinates with Ocean Conservancy staff to ensure preparation, production, and distribution of background and briefing materials, binders, and itineraries related to meetings, presentations, conferences, and travel.
• Organizes team meetings, circulates meeting notes and follows-up with program staff to shepherd timely completion of action items identified at meetings or otherwise specified by the Chief of Conservation.
• Completes and submits expense reports and reimbursement requests. Processes consultant invoices and other program operations support as needed.
• Coordinates and attends key meetings as needed, including virtual or in-person meetings (includes booking venues, accommodations and catering, as well as preparing agenda materials/pre-reads as needed).
• This position may also be required to support a variety of project management and research needs.

The Special Assistant is also responsible for the following administrative support to three additional Conservation leaders:

• Completes and submits expense reports, consultant invoice payment requests and reimbursement requests.
• Supports contract and grant development and tracking support.
• Coordinates regular team meetings including scheduling, agenda organization, note taking and distribution of notes.
• Coordinates weekly updates via email across the team.
• Schedules internal and external meetings (does not include proactive calendar management for these conservation leaders).
• Supports travel arrangements at the request of the conservation leader.
• Supports accountability to specific actions for conservation leader by providing reminders to them as specifically requested.