Executive Assistant (Phoenix, AZ)

Phoenix, Arizona, USA

#LI-POST

The mission of The Nature Conservancy (TNC) is to conserve the lands and waters upon which all life depends. As a science-based organization, we develop innovative, on-the-ground solutions to the world’s toughest environmental challenges so that people and nature can thrive. Our work is guided by our values, which include a commitment to diversity and respect for people, communities, and cultures. From a rewarding mission to career development and flexible schedules, there are many reasons to love life #insideTNC. Want to know more? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.

One of TNC’s primary goals is to cultivate an inclusive work environment so that employees around the globe have a sense of belonging and feel that their unique contributions are valued. We know we’ll only achieve our mission by hiring and engaging a diverse staff that reflects the communities in which we work. Recognizing that people bring talent and skills that have been developed outside the scope of a job, we take a holistic approach to recruitment that considers life experience in addition to the professional requirements listed in our postings. Please apply – we’d love to hear from you. To quote a popular saying at TNC, “you’ll join for the mission, and you’ll stay for the people.”

Working in our Phoenix, AZ office, the Executive Assistant performs a variety of high-level administrative tasks, including domestic and international travel arrangements, meeting and special events logistics, calendar management, drafting correspondence and presentation materials, and processing expenses. They must have advanced knowledge of the systems and resources used by the program to provide support and coordinate communications related to the resources. They will maintain, track, analyze, and report on key data for senior management. Provides guidance in satisfying requirements based on extensive knowledge of policies and procedures. Adapts processes and implement recommended practices to improve effectiveness. Provides recommendations and targeted training. Communicates on behalf of their supervisors and will have substantial contact with stakeholders, including members of the board of directors, all levels of staff, donors, volunteers, vendors, and business relations. Takes on additional duties to enhance the work of the team. Such duties may include, but are not limited to, a more significant role in training, developing documentation, and/or enhancing the systems and tools used by the team.

Essential functions of this position:

RESPONSIBILITIES & SCOPE

• Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines.
• Work within scope of program’s strategic goals.
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; decisions may bind the organization financially or legally.
• Conduct purchasing, processing invoices and transfers, negotiating and contracting with vendors.
• May Participate in budget preparation.
• Maintain confidentiality of frequently sensitive and emotionally charged information.
• Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability by proactively tracking project timelines and deliverables.
• May participate in complex negotiations.
• May supervise administrative, professional and/or volunteer staff, including training and professional development.
• May provide input on the development and implementation of new initiatives or on improving existing programs through participation in project teams.
• Travel and work flexible hours as needed (may include overnight/weekends).
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
• Other duties as required.

Are you looking for work you can believe in? At TNC we strive to embody a philosophy of Work that You Can Believe in where you can feel like you are making a difference every day. We’re looking for someone with strong experience in providing direct support to a senior manager or high level business unit director!

The ideal candidate should have exceptional communication and collaboration skills and experience designing, organizing, and directing high level administrative tasks. This is an exciting opportunity to contribute to the ongoing mission of conservation by directing and shaping the work of our Arizona team!

MINIMUM QUALIFICATIONS

• Bachelor’s degree and 3 years related experience or equivalent combination.
• Experience generating reports and analyzing and interpreting data.
• Experience in preparing executive-level correspondence.
• Experience managing the schedule and contacts of a senior leader.
• Experience with database management, full suite of Microsoft Office Software (Word, PowerPoint, Excel, and Outlook) and various meeting applications such as Zoom and Teams.
• Experience working across departments.
• Lift, push and/or pull up to 25 pounds.
• Current driver’s license.

DESIRED QUALIFICATIONS

• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
• Ability to implement complex processes.
• Knowledge of standard office practices and protocols such as business letter composition and calendaring.
• Demonstrated ability to proactively anticipate needs.

• Attention to detail.
• Experience supervising staff.

• Experience in communicating with counterparts within and outside the organization (i.e., executive assistants to organization, community, and business leaders) to execute tasks, coordinate on joint efforts (i.e., meeting planning), and represent the state director’s and development director’s offices in a manner consistent with TNC’s organizational competencies.
• Appropriate sense of urgency in executing tasks.
• Ability to use existing technology to achieve desired results.
• Demonstrated experience using diplomacy and tact to build strong relationships within and outside the organization.
• Experience coordinating projects.
• Experience interpreting guidelines to achieve desired results.
• Strong organization skills, accuracy, attention to detail and ability to manage multiple tasks.
• Successful experience implementing strategic program goals.

Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world!

TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits. Learn more about our benefits on our Culture Tab on nature.org/careers.

We’re proud to offer a flexible work environment that supports of the health and well-being of the people we employ.

The Nature Conservancy offers a competitive, comprehensive benefits package including; health care benefits, flexible spending accounts, 401(k) plan including employer match, accrued paid time off (including annual, personal, and sick leave), life insurance, disability coverage, employee assistance program, other life and work wellness benefits. Benefits may be subject to generally applicable eligibility, waiting period, contribution, and other requirements and conditions. Learn more about our benefits at nature.org/careers. We’re proud to offer a work-environment that is supportive of the health, wellness, and flexibility needs of the people we employ.

This position requires a valid driver's license and compliance with TNC’s Auto Safety Program. Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers." To learn more about the Auto Safety Program, visit https://www.nature.org/en-us/about-us/careers/recruitment/ under the FAQ section.

Employment in this position will be contingent upon completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record.

To apply for job ID 53659, submit your materials online by using the Apply Now button at https://careers.nature.org/. Need help applying? Visit our recruitment page or contact applyhelp@tnc.org.

The Nature Conservancy is an Equal Opportunity Employer. Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.

The successful applicant must meet the requirements of The Nature Conservancy's background screening process.

Do you have military experience? Visit our U.S. Military Skills Translator to match your military experience with our current job openings!

TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to applyhelp@tnc.org with Request for Accommodation in the subject line.

An attractive salary and benefits package is part of TNC’s value proposition to our employees. TNC strives to provide competitive pay and bases salaries on the geographic location of the role committing to being equitable across groups and providing hiring salary ranges when possible.

Since we support flexible and remote work for our employees, many positions have a flexible location within countries where we’re registered as a Non-government Organization and established as an employer. This may mean we’re unable to provide a hiring salary range in the posting for some of our positions. However, candidates invited to be part of our interview process will be provided their location specific range upon request.