Executive Assistant to the Chief Conservation Officer

IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.

 

The Nature Conservancy of Canada (NCC) is the nation’s leading not-for-profit, private land conservation organization, working to protect our most important natural areas and the species they sustain. Since 1962 NCC and its supporters have protected more than 2.7 million acres (1.1 million hectares) of ecologically significant land across Canada. NCC takes a collaborative, science-based approach to achieve conservation success for the sake of nature and Canadians. With a national office in Toronto and seven regional offices across the country, NCC delivers results you can walk on.

Purpose and General Description:

• Acts as Executive Assistant to the Chief Conservation Officer.
• Provides administrative support to members of the National Conservation business unit.
• Provides administrative support to the Board of Director’s Conservation Committee, including preparing agendas,  recording, transcribing and circulating minutes and other materials.
• Other responsibilities as directed, including resolving ad hoc administration needs, often on short notice.

Duties and Responsibilities:

• Work with the Chief Conservation Officer and direct reports to track progress, provide timely reports to internal (e.g. EMG) and external audiences and advance implementation of corporate priorities;
• Assist the Chief Conservation Officer as necessary in the development, maintenance, tracking and compliance of operational-related Policies, Procedures, Guidelines and Standards;
• Ensure the development of workplans, manage vacation requests, and analyze/review expense claims of business unit staff and regional vice presidents and recommend for approval;
• Provide personal support to the Chief Conservation Officer including scheduling of activities, writing correspondence, answering enquiries, maintaining the calendar, making travel arrangements, and recording expenses;
• Provide guidance and direction to staff in respect of the content and preparation of reports being submitted to the Chief Conservation Officer;
• Provide management for the Chief Conservation Officer including day-to-day Raiser’s Edge, Financial Edge data entry;
• Compile, analyze and ensures quality control of quarterly KPI data;
• Research, analyze data and prepare reports and presentations being submitted to the CEO, the Board of Directors and its committees;
• Ensures timely delivery and numerical and editorial accuracy of reports and proposals used by the senior management and the Board of Directors;
• Manage research and preparation of appropriate briefing materials for each function/meeting the Chief Conservation Officer is required to attend, including speeches, background materials, reports, etc.
• Troubleshoot on behalf of Chief Conservation Officer;
• Leads in development of annual business unit budget and monitors expenditures and forecasts.
• Research, analyze data, prepare reports and presentations for Board and committee meetings;
• Organizes internal and external meetings involving senior management, board directors, government officials and donors.
• Other duties as assigned, including providing back up for other Executive Assistants (i.e. VP Conservation) as required (10%)

Required Skills and Attributes:

• Strong interpersonal skills and effective communication skills are essential in this position. The incumbent must be able to cope with volume, frequent changes in priorities, and many interruptions throughout the day. The incumbent is expected to show initiative where appropriate as well as anticipating needs.
• Requirements are good organization skills, problem solving skills, ability to make decisions,  sound judgement, event planning, managerial skill, logistical thinking, finance/budgeting knowledge.
• Attention to detail
• Incumbent will need to be skilled in working in a team environment, be able to influence peers and senior staff to achieve the desired end result.
• Flexibility and willingness to work extended hours and/or travel to accommodate unexpected issues, workload, meetings or events.

Education and Experience Required/Preferred:

• Minimum of 5 years related experience in administration, executive support and donor relations;
• Fluent written and spoken English is essential; familiarity with written and/or spoken French, or willingness to learn would be an asset;
• Previous experience as an executive/administrative assistant is needed, as well as advanced technical ability of Microsoft Office products (Word, Power Point, and Excel);
• Experience using relationship management and financial databases would be an asset.
• Undergraduate degree in biology or related field an asset

To Apply:

If you have a keen interest in nature and conservation and are interested in joining our team, please forward your resume and cover letter, indicating Executive Assistant to the Chief Conservation Officer in the subject line to the Nature Conservancy of Canada, via e-mail: careers@natureconservancy.ca.

We thank everyone who applies for their interest in the Nature Conservancy of Canada; however only candidates selected for an interview will be contacted.