LOCATION: Washington, D.C.
DEPARTMENT: Executive Office
REPORTS TO: President & CEO
DURATION: Full-time
Learn More About the Department/Program:
Ocean Conservancy operates under the leadership of one of the foremost strategists and spokespeople in the environmental community. The Executive Office is headquartered in Washington, DC, and is comprised of a 5-person Executive Team that functions as a highly integrated unit, working to elevate and coordinate the performance of every part of the organization while interfacing with the Board of Directors to advance Ocean Conservancy’s mission.
Primary Responsibilities:
This is a key position providing direct executive support to the President & CEO. The position is responsible for managing the President’s demanding schedule and the day-to-day operations of the Office of the President using sound judgment, initiative and confidentiality. The Special Assistant coordinates the President’s extensive portfolio of activities and acts as liaison on behalf of the President with Ocean Conservancy’s Executive Team. In addition, the Special Assistant interacts with key constituencies including the Board of Directors, funders, fellow NGOs and governmental entities. The position implements the President’s directives by coordinating and overseeing workflow in a fast-paced, rapidly changing work environment. Incumbent must be able to interface successfully with internal departments and outside resources using diplomacy and discretion. The position requires the ability to handle highly confidential/sensitive messages and correspondence while working on a wide variety of tasks in an active team-based environment. The Special Assistant must be reliable and maintain a professional appearance and demeanor in the formal environment of the Office of the President and possess a keen interest in the organization’s mission to be the world's foremost advocate for the oceans. The position is responsible for managing special projects assigned by the President, including special events and meetings. Key responsibilities include managing communications, timelines, cost assessment and control, logistics and the preparation of briefings and debriefings, including the research and preparation of necessary support information.
Specific Responsibilities:
Communications Management: Proactively manages all correspondence from the President’s office in keeping with the standards of the President and the organization. Oversees the preparation, production and distribution of background and briefing materials, binders and itineraries related to meetings, presentations, deployments, conferences and travel. Coordinates the timely and efficient flow of information from Ocean Conservancy staff to the President, including decision documents, budgeting information, planning information and other materials necessary for the President’s interaction with and supervision of Ocean Conservancy departments. Finalizes departmental correspondence and coordinates documents for the President’s signature. Acts as liaison with key constituents and staff and responds to complex inquiries requiring detailed knowledge of departmental procedures.
Executive Support: Responsible for the day-to-day operations and workflow of the Office of the President, including support for the President’s roles in other organizations. Provides budget inputs and assists in monitoring office budget. Oversees quality control of communications, routing and tracking, filing procedures and handling of confidential materials. Ensures that all work reflects the high standards of quality expected from the Office of the President. Manages the President’s database of contact information and authors updates. Oversees timely completion and submission of expense vouchers and travel & expense reports. Monitors deadlines for the President and provides appropriate reminders. Coordinates mailings or other distributions of information from the Office of the President.
Schedule Management: Judiciously manages the President’s time in the office and offsite. Responsible for overseeing meeting and travel arrangements and associated logistical details. Works closely with the Executive Team to ensure adequate time is given to the President’s strategic priorities. Responsible for scheduling meetings with Executive Team as appropriate and preparing and distributing agendas for these meetings, as well as circulating summary notes afterwards. Position coordinates with other Ocean Conservancy staff to ensure timely completion of action items identified at meetings or otherwise specified by the President. Interacts with internal and external constituents at all levels to finalize other meeting schedules and details. Ensures the President’s calendar is kept updated and accurate and that appropriate supporting arrangements for meetings are completed.
Required Qualifications:
- College degree and at least three years of experience working in support of a senior leader in a management, operations, communications, advocacy or policy role
- Proven ability to multi-task and handle a fast-paced work environment
- Attentive to details and conscientious in adhering to deadlines and deliverables
- Able to work flexible hours, including evenings and weekends as needed
- Skilled at dealing with internal and external partners with diplomacy and tact
- Strong oral and written communication skills; experience using social media for business or professional purposes
- Strong computer skills in Macintosh and PC environments
Other/Personal Characteristics:
- An independent thinker who can bring the maturity, initiative, creativity, energy, discipline and commitment needed to support the President and collaborate with the Executive Team
- A high-level performer with the ability to be proactive and respond rapidly to changing conditions in a fast-paced environment
- Personable, passionate, productive, organized and focused on advancing the cause of ocean conservation
- Highly discrete and able to be trusted with confidential information relating to the organization and its staff
- Familiarity with public policy, communications, conservation and the nonprofit sector
- Experience providing staff support in an environment focused on political or government affairs is beneficial
BECOMING AN OCEAN CONSERVANCY TEAM MEMBER:
Ocean Conservancy offers an excellent benefits package and a competitive salary that is commensurate with experience. We welcome candidates with a dedication to conservation and a commitment to leveraging the power of partnerships for policy change.
Ocean Conservancy staff use and value our resources—time, talent, and money—to achieve powerful policy gains for the protection of the ocean that sustains all life. We're dedicated to long-term issues, not to trendy campaigns, and we create sustainable solutions based on science, not ideology. We see the big picture and offer realistic solutions to protect the ocean and improve our quality of life. Some things about us you should know:
- We provide concrete solutions that lead to high-impact results. These include landmark policies like: protecting sea turtles by mandating Turtle Excluder Devices, the establishment of marine protected areas in California, and the protection of the Northwestern Hawaiian Islands.
- We stand on the shoulders of more than 35 years of policy expertise, and we have the longest track record defining priorities and translating science into sound, practical policies that protect our oceans.
- We leverage our strong networks and deep connections. We've won the trust of legislators over the years, and our access to key decision-makers in Congress allows us to serve as the voice of the ocean in the halls of power. Our grassroots network helps to amplify our voice across the country.
- We recognize that real leadership means cooperation. We know when to stand firm and when to negotiate on behalf of the ocean to achieve lasting victories.
- We're committed to creating long-term change. We continue to monitor legislation and policies long after they fall from the front-page headlines to ensure that vital aspects of ocean life are always protected.
APPLY FOR THE POSITION: If you think you have what it takes to join Ocean Conservancy's team, please send a cover letter speaking to your qualifications and abilities to lead a growing exciting program with your resume and salary expectations to: jobs@oceanconservancy.org and note your name and "Special Assistant #1112" in the subject line.
Ocean Conservancy is an Equal Opportunity Employer.
