Executive Assistant
NRDC is seeking an Executive Assistant to work with the Nature team in our Chicago office.
Position Summary
Under the guidance of the Senior Vice President, Nature (SVP, Nature), this position manages the office of the SVP and the Nature Program’s leadership team and special projects. They will provide full day-to-day administrative support to the Nature Leadership Team’s senior staff: the SVP, Nature, the Managing Director, Oceans, the Managing Director, Lands, and the Managing Director, Food & Agriculture. This includes calendar management and scheduling, planning travel logistics, meeting coordination, and expense processing. They will also play a key role in supporting projects overseen by the SVP, Nature, including in team retreats, budget planning and coordination with executive level staff.
The ideal candidate is a self-starter, quick learner and knows how to manage their own work and balance assignments. The individual in this role must be comfortable working in an independent, flexible, and efficient manner in a fast-paced work environment and be able to prioritize projects. Excellent writing, interpersonal, and project coordination skills are required. The candidate must be skilled at working in a collaborative culture and possess good judgment and tact.
Responsibilities:- Work closely with the SVP, Nature and the Nature Leadership Team to provide administrative support on daily activities, including calendar management and scheduling, processing of correspondence, invoice and expense reporting, file maintenance, preparation of presentations and other materials. Complete other administrative duties (copy, scan and distribute documents, etc.), as required.
- Manage material gathering, administer the collaborative online space for materials and agendas, and participate in meetings to take notes.
- Organize and coordinate meetings and events with internal and external parties and oversee logistics, scheduling and technology of programmatic meetings and retreats.
- Coordinate travel arrangements and occasionally support the members of the Nature Leadership Team during travel.
- Liaise with SP&O and or Finance team members at the request of SVP, Nature to support budgeting activities.
- Provide ad-hoc hands-on support for a variety of projects and roles.
- Working with relevant Programs and NRDC staff, ensure initiatives and projects are on track in terms of timeline and content. Provide early warning and follow up when something is in danger of going off-track. Identify barriers to project completion and help overcome them.
- Maintain the Nature Program Leadership Team calendar and ensure projects and events are well coordinated and communicated.
- 5 to 7 years administrative or office management experience including 3 years’ experience in an Executive Assistant or equivalent role, supporting C-suite or Director level staff (for profit or nonprofit).
- BA/BS degree or equivalent work experience.
- Excellent PowerPoint, Word and Excel skills.
- Strong project management and project coordination skills.
- Proactive, detail oriented, problem solver with the ability to deliver high-quality results on time.
- Experience working with multiple teams, priorities, and projects at the same time.
- Strong writing skills.
- Ability to and passion for facilitating the work of a senior leader and helping a team run successfully.
- Superior organizational skills and ability to prioritize and balance multiple tasks in a fast-moving environment.
- Ability to perform administrative tasks well and simultaneously adjust focus between big picture strategic work and day to day to-dos with ease.
- Demonstrated skill in problem-solving; enjoys a challenge, achieves satisfaction from working things out, getting things done; demonstrates curiosity.
- Excellent communication skills, both written and verbal.
- Comfortable interacting with staff at all levels and representing the ideas or position of the Nature Program’s leadership clearly and diplomatically, when needed.
We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, gender, gender identity or expression, marital status, sexual orientation, national origin, citizenship, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.
As a science-based organization, NRDC aims to do our part to help contain the COVID-19 public health crisis. For the sake of health, safety, and equity, we ask that people be vaccinated unless they have an approved medical or religious accommodation or other exemption in accordance with state and local law. We consider a person to be vaccinated two weeks after receiving one full course of a CDC-approved vaccine. In accordance with state or local law, new hires will be asked to attest to vaccination, those wishing to do so may request medical or religious accommodations or other exemptions via NRDC Employee Relations. NRDC treats all vaccine-related data confidentially, in keeping with local, state, and federal laws.
To apply, visit www.nrdc.org/careers and upload your résumé and cover letter. Please mention where you saw this posting and upload any additional materials that showcase your abilities. Due to the high volume of applications, we will contact only those candidates we would like to interview. Please no phone calls, emails, or in-person résumé drop-offs.
If you experience technical problems while applying or if you are a person with a disability and need assistance applying online, please reach out to iCIMS Customer Care at 1-800-889-4422.
For more about NRDC, visit www.nrdc.org.