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Administrative Assistant

Feb 28, 2019
The-Nature-Conservancy-460-x-345
The Nature Conservancy
Seattle
ABOUT US
Founded in 1951, the Nature Conservancy is a global conservation organization dedicated to conserving the lands and waters on which all life depends. Guided by science, we create innovative, on-the-ground solutions to our world's toughest challenges so that nature and people can thrive together. We are tackling climate change, conserving lands, waters and oceans at unprecedented scale, providing food and water sustainably and helping make cities more sustainable. One of our core values is our commitment to diversity. Therefore, we strive for a globally diverse and culturally competent workforce. Working in 72 countries, including all 50 United States, we use a collaborative approach that engages local communities, governments, the private sector, and other partners. To learn more, visit www.nature.org or follow @nature_press on Twitter. 
 
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond. 
 
YOUR POSITION WITH TNC 
The Administrative Assistant provides support for a variety of administrative functions for The Nature Conservancy’s Washington Business Unit, including reception services for a 75-person office and administrative support for the State Director. Hours for this position are generally Monday – Friday, 8:30 am – 4:30 pm. 
 
ESSENTIAL FUNCTIONS
The Administrative Assistant is often the first point of contact for people visiting and/or calling The Nature Conservancy and plays an essential role in ensuring a positive experience for visitors and staff at the 75-person Seattle office. They perform various administrative tasks in support of Operations functions and executive staff, including the following: 
 
Reception Services: 
• Provide consistent and reliable front desk coverage during assigned shifts. 
• Greet and direct visitors and callers, including responding to basic email, in person and phone inquiries about The Nature Conservancy’s work and referring other inquiries appropriately.
• Assist staff within the Seattle office with general operations and administrative support needs as needed.
• Office purchasing, central electronic filing, and mailroom operations as assigned.
• Schedule and coordinate logistics for special events and/or meetings.
• Manage reservations in online desk and parking reservation system.
• Interact and work closely with TNC reception volunteers. 

Executive Support:
The Administrative Assistant will work closely with the Executive Assistant & Trustee Liaison to provide seamless administrative support for the Washington State Director, including:
• Calendar management using Microsoft Outlook;
• Assisting with the scheduling and logistics of meetings and special events; 
• Making domestic and occasional international travel arrangements;
• Drafting correspondence to internal and external audiences; and
• Processing expenses and time tracking and reporting. 
 
The Administrative Assistant will use available systems and resources to maintain and track data and produce reports as needed. They will provide staff with information they need to make decisions and solve problems. They will have frequent interaction with staff, visitors and vendors. They will perform administrative functions for program as required. 
 
RESPONSIBILITES & SCOPE
Level of Responsibility: This is an entry-level position and duties are performed under general supervision and established guidelines.
• Does not supervise any staff; may help plan and direct the work of volunteers or interns.
• Serve as a team member for assigned projects.
• Maintain limited financial responsibility, including purchasing or creating employee expense reports. 
 
Within the scope of the position, the Administrative Assistant will:
• Prioritize tasks in the absence of specific instructions and make day-to-day decisions within the scope of work assignments; duties are performed according to instructions or established practices and supervisor will resolve any problems or questions.
• Demonstrate sensitivity in handling confidential information. 
• Coordinate activities with multiple variables, setting realistic deadlines, and managing the timeline.
• Ensure The Nature Conservancy’s policies and procedures are met.

Work Environment & Schedule:
• Hours for this position are generally Monday – Friday, 8:30 am – 4:30 pm (35 hours). May work overtime as needed.
• Work is performed in a professional open-office environment and involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain. Meeting logistics require physical mobility and the ability to lift up to 25 lbs.
• Ability to maintain focus and complete work in an environment with frequent interruptions. 
 
MINIMUM QUALIFICATIONS
• High school diploma and 3 years related experience OR Associate’s Degree plus 1 year experience OR equivalent combination of education and experience.
• Experience managing diverse activities to meet deadlines.
• Experience providing administrative support, including some or all of the following: phones/customer service, mail distribution, office equipment maintenance, coordinating travel arrangements and meetings, or organizing files.
• Experience working and communicating with a wide range of people. 
• Experience writing, editing, and proofreading written materials.
• Experience with Microsoft Office software. 
 
DESIRED QUALIFICATIONS
• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
• Excellent customer service skills and focus.
• Strong organizational skills, accuracy and attention to detail.
• Familiarity with standard business communications.
• Ability to research and analyze available information for the purpose of preparing reports and solving problems.
• Ability to be flexible in resolving challenging situations and maintain positive demeanor within all working relationships.
• Comfortable with technology and experience with, or ability to learn, video conferencing (Skype, Zoom), SharePoint, Box and other common office software. 

SALARY INFORMATION: The starting rate is $21.00 - $23.50/hour, depending on qualifications and experience. 
 
TO APPLY
Visit www.nature.org/careers and apply online with cover letter and resume to job # 47435 or apply directly here. All resumes and required cover letters must be submitted through The Nature Conservancy’s online application system.  The application deadline is March 27, 2019 at 8:59 PM PST. If you experience technical problems with the site or application process, please contact applyhelp@tnc.org and include the job opening ID.  
 
This description is not designed to be a complete list of all duties and responsibilities required for this job. 
 
The Nature Conservancy is an Equal Opportunity Employer. Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs and cultures. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientations, gender identities, military or veteran status or other status protected by law. 


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