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IMPORTANT: This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders. Other applicants need not apply.
Environmental Defense Fund is dedicated to protecting the environmental rights of all people, including future generations. Among these rights are access to clean air and water, healthy and nourishing food, and flourishing ecosystems. Guided by science, EDF designs and transforms markets to bring lasting solutions to the most serious environmental problems. Our major goals are to (1) avoid catastrophic consequences of climate change by reducing greenhouse gas pollution and applying effective adaptation strategies, (2) protect ocean ecosystems by creating sustainable and healthy fisheries, (3) preserve critical land and freshwater ecosystems for the benefit of people and wildlife, and (4) safeguard human health by reducing or eliminating environmental threats, including toxic chemicals and pollutions.
EDF is undertaking this work in the context of its latest strategic plan, “Blueprint 2020.” Our vision is to meet human needs for food in ways that improve ecosystems and create a resilient climate. This vision requires we focus on the agriculture and food production system to decrease greenhouse gas emissions, increase air and water quality, protect habitat, and increase the resilience of soils in the context of a changing climate and increasing human population. You can be part of a vibrant workplace that welcomes diverse perspectives, talents and contributions, where innovation and a focus on results are a way of life.
Overall Function:
The Program Coordinator will provide administrative and operational support for all aspects of the Agriculture Program within Ecosystems. The Program Coordinator will be directly responsible for ensuring the smooth overall functioning of the program.
Responsibilities:
- Administrative support :
- Manage the AVP’s extensive meeting schedule and other senior team leaders Maintain calendars on Outlook, reconciling conflicts at least two weeks ahead
- Organize and attend regular team meetings; coordinate and communicate logistics for team staff; distribute agenda and supporting materials to attendees in timely manner
- Coordinate regular (weekly or bi-weekly meetings) with all direct reports and other key EDF staff members. Ensure regular meetings are maintained and consistent.
- Assemble pertinent background materials to assist The AVP for Ecosystems in preparing for her meetings and provide electronic and/or hard copies one day prior to meeting
- Schedule and host regular conference calls as needed
- Coordinate all logistics for domestic and international travel arrangements; provide detailed itinerary listing all transportation, hotel and meeting arrangements as well as driving instructions maps to the destination
- Continually update and manage the contact list for the Ecosystems AVP
- Maintain all the paper and electronic filing systems of the office, ensuring up-to-date versions of documents such as strategic plans, individual work plans, job descriptions and contracts are easily accessible and maintained.
- Track all personal expenses and prepare monthly expense reports within 5 days of receipt of receipts.
- Work with team in coordinating staff recruiting including organizing information associated with the recruiting process (track process, resumes, writing samples, etc.), scheduling interviews, attend appropriate interviews, consult in selection process.
- Take initiative to address issues before they become significant problems.
- Attend program meetings as requested or required and provide and distribute detailed minutes.
- Assist the media and communications staff to promote program strategy work with reporters and influence leaders, and through a variety of outlets such as the Insider, newsletter, annual report and website
- Serve as an active member and contributor within Ecosystem’s program wide operations team
- Perform additional assignments and responsibilities as assumed or requested by supervisor and senior team members
2) Project and Contract Management, Research
- Support the development, administration, and monitoring of contracts for consultants in consultation with Director of Operations and Program Financial Analyst, including assistance in writing and signing contracts, working with the Accounting Department to ensure payments of contracts and with consultants to ensure the obligations of contracts are fulfilled
- As requested, conduct internet research on specific issues, and provide The AVP with most relevant information.
- Aid in coordinating projects with other EDF programs and offices as well as external partners
- Conduct research and develop reports on new and existing issues in agriculture, food, climate change and the environment
3) Computer Systems Maintenance
- Ensure office equipment (computers, telephone, mobile phone) is working efficiently, and interface with IT to expedite timely response to technical problems as they arise.
4) Finance/Budget Management Support
- Work with program staff, finance staff and development staff to assist the AVP in preparing and monitoring the annual budget and expenses against that
- Work with finance staff to ensure contract payments are made on time.
5) Operations Management
- Plan and coordinate team retreats and meetings
- Coordinate performance evaluation process for the AVP’s direct reports.
- Maintain team organizational chart, distribution lists, vacation schedule, etc.
- Assist the AVP with all key hire recruiting and on-boarding processes. Develop job descriptions according to internal guidelines and post on internal website with consultation from Director of Operations. Review submissions and cull to minimal amount of appropriately qualified candidates for her review. On-board new staff:
- Assist with research, drafting and preparing annual reports, presentations, and public comments for internal and external purposes.
- Apply excellent organizational, communication, and planning skills in preparing correspondence and reports, responding to requests for information, and helping to coordinate activities and projects among staff members
Professional Qualifications
- Bachelor’s degree is preferred, plus at least five years working for senior-level operations executive.
- Proficiency in the use of common software applications (e.g., MS Office, Word, Excel, PowerPoint, Web browsers).
- Basic research skills required with ability to produce reports and to use advanced functions, including sophisticated knowledge of the Internet.
Ideal Candidate Attributes
- Seasoned, professional demeanor; adept at interfacing with senior-level management, board members, politicians.
- Excellent communication skills via written, spoken and graphical means.
- Pro-active, resourceful administrator. Able to anticipate needs of the executive and organization, and trouble shoot issues before they escalate.
- Excellent judgment, discretion and confidentiality.
- Significant work experience in coordinating events and managing and executing projects that meet deadlines.
- Proven organizational and administrative skills with a keen attention to detail.
- Well-organized and adept at managing a busy senior-level executive’s schedule to maximize their effectiveness.
- Ability to juggle multiple projects, activities and meet critical deadlines.
- Strong skills in constructive problem solving and in staying calm under pressure.
- Ability and willingness to work as a strong team player, while at the same time able to work independently and as a self-starter.
- Creativity, energy, and the ability to get work done under pressure.
- Presence, confidence and integrity.
Application
Interested applicants should submit their cover letter, resume and salary requirements to jobs@edf.org. 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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