IMPORTANT: This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders. Other applicants need not apply.
Environmental Defense Fund is currently looking to hire a Senior Assistant to provide administrative support to the Oceans team, serving as the primary assistant to the Senior Vice President, Oceans and the Associate Vice President, Oceans. The Senior Assistant has administrative responsibility across a wide range of tasks and functions associated with the team. S/he helps ensure the smooth and effective function of the program, including helping coordinate schedules, facilitate meetings and handle complex travel arrangements.
The Senior Assistant reports to the Senior Vice President, Oceans.
KEY RESPONSIBILITIES
- Maintain very busy calendars and coordinate scheduling and logistics for Senior Vice President and Associate Vice President, and other senior members of the team as needed
- Facilitate the review and approval of contracts, reports and other documents requiring SVP or AVP attention.
- Handle logistics for meetings including securing conference rooms or other meeting space, ordering catering, ensuring necessary supplies and audio-visual equipment and connectivity to video conference, conference call lines and other meeting needs.
- Prepare managers for meetings including printing documents, collecting supporting documentation and researching background information.
- Attend internal and external meetings and document and track key takeaways, next steps, and resource or research needs.
- Handle arrangements for domestic and international travel.
- Submit corporate credit card receipts and expense reimbursements for payment.
- Organize and maintain electronic and paper files including key program-related documents, contracts, and the program’s shared team workspaces.
- Coordinate information requests from external sources and other programs and/or departments to ensure requests are met according to deadlines.
- Proactively identify and implement mechanisms to enhance operational effectiveness of the Oceans Program team.
- Professionally handle confidential information including administration and personnel information
- Act as liaison with other internal departments/programs and outside organizations
QUALIFICATIONS
- At least 4 years’ of progressively responsible professional administrative experience or a Bachelor’s degree plus at least 2 years’ experience.
- Ability to effectively juggle and execute multiple, time-sensitive tasks simultaneously
- Highly personable demeanor and ability to communicate clearly and effectively with others
- Highly-organized with meticulous attention to detail
- Eagerness to work both independently and as part of a small and nimble team
- Computer proficiency in Microsoft Word and Outlook, strong skills with Excel and PowerPoint
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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