Operations Administrative Coordinator

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

 

Position:	Operations Administrative Coordinator
Organization:	Panthera
Reports to:	Deputy Director of Operations
Location:	NYC, Full Time
Salary:	Commensurate with experience

The Operations Administrative Coordinator (OAC) works closely with the Operations Manager (OM) and Deputy Director (DD) and supports the operations team, CEO and Executive team, NYC head office, and country programs, in all aspects of administration.

The role serves as receptionist and the main point of contact for New York head office and is responsible for maintaining a professional, organized and efficient office environment.

Principal responsibilities and duties

• Provide high level administrative and executive support to the CEO and Executive team (ET). Including but not limited to the following: diary management, scheduling resources, travel arrangements and management, proactively attend to tasks/actions on behalf of the CEO and ET, monthly expense reports, email and phone call support.
• Assess, prioritize, register, and monitor correspondence, taking action where necessary.
• Develop systems to ensure the effective management of information and data for the office/programs, and ensure that these are easily accessible and up to date.
• Manage day-to-day administrative tasks such as filing, faxing, mail, answering phones, maintaining the copier in working condition, book and printing management, etc.
• Distribute equipment and items globally, prepare cost effective shipments and international customs forms, monitor shipping process through to receipt of goods.
• Serve as the primary liaison for service providers (copier, air conditioning, fire protection services, cleaners etc.)
• Welcome guests to the NYC office, ensuring that they’re comfortable and needs are met (e.g., meeting set-up, beverage/food service provided, coats hung).
• Maintain plants in the office.
• Process visa and passport needs for the executive team or others upon special request.
• Obtain signatures for documents as requested (e.g., contracts, apostle, notary public, etc.).
• Manage office supplies: procuring, storing, and tracking usage, including charging expenses to the appropriate accounts.
• Manage e-store inventory, create monthly sales reports, and order e-store items.
• Manage payment of invoices, ensuring that we are on track and communicating with Finance, and maintain organized files of all requests and invoices.
• Submit and track requests for office repairs and maintenance.
• Make travel arrangements and maintain travel calendar for guests, as needed.
• Manage logistics for meetings and workshops in NYC and possibly abroad, order and set up catering as required. Assist with audio and video conferencing.
• Aid in developing and modeling a culture of high performance, responsiveness, and teamwork.

Qualifications

• High school diploma with minimum two years' office experience, preferably in an international organization; interest in wildlife conservation a plus.
• Ability to multi-task in an open setting while juggling competing demands and maintaining pleasant demeanor.
• Outgoing nature that welcomes visitors and integrates into a diverse office setting.
• Ability to work cross-culturally; excellent interpersonal skills.
• Strong skills working with Office suite of software packages (Outlook, Word, Excel, PowerPoint); excellent computer skills and ability to use the Internet.
• Ability to create, compose, and edit written materials.
• Excellent organizational skills; knowledge of office management principles and procedures.
• Ability to make administrative and procedural decisions and judgments on sensitive, confidential issues.
• Record-keeping and organizing and coordinating skills; ability to interpret and implement policies and procedures.
• Knowledge of supplies, equipment, and/or services ordering and inventory control.
• Excellent English language skills, verbal and written; bi-lingual language abilities preferred - Spanish or Brazilian Portuguese being highly-valued due to Panthera’s program size in Latin/South America.
• Experience with non-profit organizations is an asset.
• Good communication skills, both written and oral.

The ideal candidate has the following skills, educational training, and qualities:

• Bachelor's Degree
• Bi-lingual language abilities - Spanish or Brazilian Portuguese being highly-valued due to Panthera’s program size in Latin/South America.

To Apply

A cover letter is required, If applying through indeed, please place your cover letter in the optional Message field or attached your cover letter and resume as a single document.

No phone calls please.
Panthera is an Equal Opportunity Employer, M/F/H/V