Coordinator, SVP of Conservation Programs and SVP of External Affairs

Description

DEFENDERS OF WILDLIFE

POSITION DESCRIPTION

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

POSITION SUMMARY

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 External Affairs in monitoring and updating the [email protected] account and distribute requests accordingly and in a timely fashion.
• 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 back-up for the President's office on administrative and logistical 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 mid-year revisions.
• Written Communication
• Work with subject matter experts internal and external to the department to assist in drafting position statements and other documents for executive review.
• 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 inter-departmental projects across Defenders as assigned.

• Perform other work-related 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

https://defenders.org/knowledge-skills-and-abilities

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 gather and synthesize information from multiple sources to produce high-quality work products in a consistent, efficient, accurate, and timely manner.
• Creative problem-solving and troubleshooting skills with willingness to experiment and innovate new methods.

Project Management

• Ability to work well under pressure and tight deadlines while balancing competing assignments.
• Ability to remain flexible and adaptable to shifting priorities while remaining responsive to urgent requests.
• Ability to take ownership of a project or process and to use problem-solving skills to resolve issues.
• Ability to manage deadlines on multiple cross-functional projects in a dynamic environment.
• Demonstrated ability in managing competing interests on complex issues.

Knowledge, Skills, Abilities for Coordinator, SVP of Conservation and SVP of External Affairs

• Strong attention to detail.
• Strong computer skills, including Microsoft Word and Excel programs.
• Strong organizational, verbal and written communications skills.
• Strong telephone skills including an ability to answer phones, screen incoming calls, take messages and ensure accurate information is conveyed to the intended recipient.
• Ability to exercise sound judgment with attention to details and ability to quickly learn new skills.
• Ability to work discreetly and maintain strict confidentiality when working with sensitive information.
• Ability to work well under pressure and tight deadlines while balancing competing assignments.
• Ability to work collaboratively as a member of a customer service-minded department in serving the needs of a dynamic and growing organization.
• Must be able to handle sensitive and confidential matters with discretion.
• Ability to work professionally with people at all levels of the organization.

PHYSICAL ACTIVITIES, ENVIRONMENTAL CONDITIONS, PHYSICAL DEMANDS

Physical Activities

Check all that apply

Frequency

(N)Never, (O)Occasionally or (C)Constantly

Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like.

N

Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.

N

Remaining in a stationary position, often standing or sitting for prolonged periods.

C

Moving about to accomplish tasks or moving from one worksite to another.

N

Adjusting or moving objects up to 10 pounds in all directions.

O

Communicating with others to exchange information.

C

Repeating motions that may include the wrists, hands and/or fingers.

C

Operating machinery and/or power tools.

N

Operating motor vehicles or heavy equipment.

N

Assessing the accuracy, neatness and thoroughness of the work assigned.

C

Environmental Conditions

Check all that apply

Frequency

(N)Never, (O)Occasionally or (C)Constantly

Low temperatures.

N

High temperatures.

N

Outdoor elements such as precipitation and wind.

N

Noisy environments.

N

Hazardous conditions.

N

Poor ventilation.

N

Small and/or enclosed spaces.

N

No adverse environmental conditions expected.

C

Physical Demands

Check only one

Sedentary work that primarily involves sitting/standing.

X

Light work that includes moving objects up to 20 pounds.

Medium work that includes moving objects up to 50 pounds.

Heavy work that includes moving objects up to 100 pounds or more.

Visit www.defenders.org to apply.

All employees are required to satisfactorily perform the essential duties and responsibilities of their positions. The essential duties and responsibilities listed above are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Defenders of Wildlife requires employees who engage in in-person work activities, including business travel or onsite work, to be fully vaccinated against COVID-19. An applicant (i) who is disabled or pregnant or who has a qualifying medical condition that contraindicates a COVID-19 vaccination or (ii) who objects to being vaccinated on the basis of a sincerely held religious belief, observance or practice may request an exemption from this vaccination policy. This determination will be made on a case-by-case basis and in accordance with applicable law. Any medical information concerning an applicant's disability will be treated as a confidential medical record in compliance with applicable federal, state and local laws.

Defenders of Wildlife provides equal employment opportunity to all qualified individuals without regard to their race, color, creed, religion, sex national origin, ethnicity, age, physical or mental disability, veteran status, sexual orientation, gender identity or expression, marital status, personal appearance, family/parental status, matriculation, political affiliation, genetic information, or any other legally protected characteristic in all personnel actions.

Please be advised this position is non-union-eligible.