When it comes to natural resources in this country, we don’t have a scarcity problem. We have an inefficiencyproblem. Current policies and market failures encourage waste and fail to reward environmental innovation. The result: scarcity and conflict. EDF is uniquely equipped to help fix this problem by accelerating the development of systems that make conservation and efficient land and water management profitable. We believe that such will be critical to helping the nation meet one of its greatest challenges: how to support a growing population without continuing to overspend our precious natural capital.
Overall Function
The Program Assistant will provide primary administrative support for the Senior Director and three Directors of the Working Lands program under the Land, Water, and Wildlife program. This position requires excellent interpersonal skills as well as independent judgment required to plan, prioritize, and organize a diverse and heavy workload.This position will have some job duties related to supporting the Sacramento office.
Key Responsibilities
- Manage timely and accurate monthly processing of American Express expense and cash expense reports including process with all receipts, appropriate program codes and proposal numbers, track, and file.
- Manage Senior Director’s calendar.
- Assist scheduling on the directors’ calendars.
- Schedule meetings, appointments, conference and vcon calls.
- Assist with travel arrangements from making bookings to calendaring and preparing documents.
- Meeting preparation and operational support (coordinate strategic, effective meeting times with other organizations/individuals; booking conference lines, rooms, video conferencing (vcon) as needed; setting up meeting rooms and ensuring vcon operating, and note taking).
- Initiate and manage creation of new vendor accounts and vendor account maintenance.
- Manage contract processing.
- Manage invoice processing.
- For large, formal and/or off-site meeting, find locations; arrange appropriate technology support; printing of posters/visual; securing supplies arrange catering, set up, clean-up.
- Anticipate administrative/staff support needs; flag issues; identify opportunities to improve workflow and alleviate problem.
- Assist with maintaining and updating document management system.
- Act as a liaison with other internal departments/programs as well as other organizations and associations. Handle and/or disseminate appropriate information.
- Photocopy, mail, and fax materials as needed.
- Prepare and post outgoing mail and shipments, including FedEx.
- Serve as primary contact for Sacramento office external visitors.
- Check and distribute/handle postal mail for Sacramento office.
- Troubleshoot and oversee repair/maintenance of office equipment that cannot be readily handled on-site by San Francisco Office Manager and/or IT staff.
- Responsible for ordering general office supplies, coffee, and misc. kitchen supplies.
- Log various office equipment meters and send to appropriate people.
- Various other administrative tasks as assigned.
Qualifications
- Knowledge of office administrative procedures and 3+ years experience in a high-level administrative support position. Associates degree preferred.
- Knowledge of all general office equipment.
- Strong MS office applications skills including Outlook, Word, Excel.
- Strong problem solving skills.
- Good communication skills including the ability to communicate obstacles.
- Able to work in a fast paced environment and still able to produce accurate work.
- Ability to handle pressure with a high degree of change.
- Strong verbal and written communication skills.
- Ability and willingness to work as a team player, while at the same time able to work independently.
- Proactive working style.
Due to the volume of employment applications and queries received, EDF is unable to respond to each application individually. Applicants will be contacted directly if selected as a candidate.
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