Coordinator, Svp of Conservation Programs and Svp - Washington, United States - Defenders of Wildlife

Description

DEFENDERS OF WILDLIFE

• JOB TITLE: Coordinator, SVP of Conservation Programs and SVP of External Affairs
• CLASSIFICATION: Assistant 3 SALARY: $50,000 $55,000 FLSA: Exempt

DEPARTMENT:
Conservation Programs and External Affairs-LOCATION: Headquarters-REPORTS TO: SVP of Conservation Programs and SVP of External Affairs- NUMBER OF DIRECT AND INDIRECT REPORT(S): 0


LAST REVISED:

May 2024***This position is responsible for providing confidential executive support for Defenders' Senior Vice President of Conservation Programs and Senior Vice President of External Affairs.

This position includes a wide variety of responsibilities including providing confidential support to the SVPs of Conservation Programs and External Affairs, drafting/editing privileged correspondence, summarizing executive conversations, and drafting position statements, conducting research, and overseeing contracting, vendor invoicing, records retention, and administrative functions for the departments overseen by the two executives.

This position works regularly with confidential information, so the ability to work with discretion is essential.


ESSENTIAL DUTIES AND RESPONSIBILITIES

• Executive Support to the Senior Vice President of Conservation Programs and Senior Vice President of External Affairs
• Manage the SVP calendar, ensuring briefing materials are prepared and up to date in advance of meetings.
• Schedule meetings for SVP as requested.
• Ensure quality of materials presented to the Senior Vice Presidents are of sufficient quality to review, and independently return materials for revision if they are insufficiently developed.
• Follow up with staff to ensure deadlines of materials due to the SVP are met.
• Attend privileged and confidential strategy, budget planning, and/or executive meetings, take notes and develop summaries of discussions, actions and timelines.
• Review, proofread and format privileged correspondence and confidential documents as directed by the SVP.
• Assist with the development of presentations, research papers and/or any content needs.
• Assist the SVP of Conservation Programs in coordinating administrative tasks across a large geographically dispersed workforce.
• Works closely with the President's Office Executive Assistant and provides backup for the President's office on administrative and logístical tasks.
• Contracting, Invoicing, and Budgeting
• Participate in the contract process, including updates to templates and training new administrative assistants and coordinators on processes.
• Ensure contracts are up to date and payments are timely.
• Process invoices, check requests, expense reports, and other financial documents for respective SVPs and their departments in a timely manner and follow up as appropriate.
• Correctly code invoices: track against budget/contract value and obtain approval signatures before submitting to finance for payment.
• Monitor costs against budgets/contract value prior to submitting invoices for signature.
• Maintain tracking of all invoices received, coded and paid.
• Follow up with vendors for missing invoices or general inquiries.
• Support budgeting process for SVPs including assistance with the development of draft capital and operational expenses for annual and midyear revisions.
• Written Communication
• Oversee administrative functions for External Affairs and Conservation Programs, including taking detailed notes, maintaining team's planner and scheduling meetings.
• Conduct research and respond to requests for materials.
• Organize and maintain electronic media and databases utilized by the SVPs.
• Assist External Affairs department with the publication of press releases, blogs and other content as requested to the website.
• Write, design and distribute weekly reports for internal and external distribution.
• Serve as liaison and support for interdepartmental projects across Defenders as assigned.
• Perform other workrelated duties as assigned.

QUALIFICATIONS

Education:
Bachelor's (BA/BS) degree or equivalent


Experience: 1 year of relevant administrative experience; experience working with executive-level staff preferred. (2+ years of experience preferred)

An equivalent combination of education and experience may be accepted as a satisfactory substitute for the specific education and experience listed above.

Knowledge, Skills, Abilities for All Defenders:

Knowledge, Skills, Abilities for Assistant 3
Administrative

• Ability to accurately maintain electronic and physical records.
• Anticipate and meet the needs of internal and/or external stakeholders delivering excellent service.***Communication
• Ability to communicate with internal and external stakeholders clearly and accurately.
• Ability to articulate complex ideas clearly, accurately and concisely.

Critical Thinking

• Ability to handle sensitive and confidential matters with discretion.
• Strong research and data analysis skills, including ability to ga