Executive Assistant

Overview

NRDC is a non-profit environmental advocacy organization. We use law, science, and the support of 3.1 million members and online activists to protect the planet's wildlife and wild places and to ensure the rights of all people to clean air, clean water, and healthy communities. NRDC was founded in 1970 and our people helped write some of America's bedrock environmental laws, including the Clean Water Act and many of the implementing regulations. Today, our team of more than 700 lawyers, scientists, economists, policy advocates, communications experts, and others work across the United States and the globe from our offices in Bozeman, Montana; Chicago; New York; San Francisco; Santa Monica; Washington, D.C.; and Beijing.

NRDC is seeking an Executive Assistant to work with the Program Office team in our Santa Monica or San Francisco office.

Position Summary

Under the guidance of the Chief Program Officer, this position manages the office of the CPO and a variety of special projects. They will provide full day-to-day administrative support to the CPO including calendar management and scheduling, planning travel logistics, and meeting coordination. They will also play a key role in effectively coordinating several projects overseen by the CPO, particularly in budget planning, research, and communications. The ideal candidate is a self-starter, quick learner and knows how to manage his or her own work and balance assignments. The individual in this role must be comfortable working in an independent, flexible, and efficient manner in a fast-paced work environment and be able to prioritize projects. Excellent research, writing, interpersonal, and project coordination skills are required. The candidate must be skilled at working in a collaborative culture and possess good judgment and tact.

Responsibilities

• Work closely with the CPO to provide administrative support on daily activities, including calendar management and scheduling, processing of correspondence, invoice and expense reporting, file maintenance, preparation of presentations and other materials. Complete other administrative duties (copy, scan and distribute documents, etc.), as required. 
• Manage material gathering, administer the collaborative online space for materials and agendas, and participate in meetings to take notes
• Organize and coordinate meetings and events with internal and external parties and oversee logistics, scheduling and technology of programmatic meetings and retreats
• Track departmental budget, ensuring accurate coding of spending and frequent reporting with finance staff
• Coordinate travel arrangements and occasionally support the CPO during travel
• Prepare briefing materials, conduct research, and draft documents
• Provide ad-hoc hands-on support for a variety of projects and roles
• Working with relevant Programs and NRDC staff, ensure initiatives and projects are on track in terms of timeline and content. Provide early warning and follow up when something is in danger of going off-track. Identify barriers to project completion and help overcome them.
• Track and follow up on CPO requests and work assignments inside and outside Programs, as needed, to ensure timely response.
• Maintain the Program Office calendar and ensure projects and events are well coordinated and communicated.
• Provide analytical support which may include research, project or situation assessment, data gathering and reporting.

Qualifications

Education & Experience: 

• 10+ years administrative or office management experience including 5+ years’ experience in an Executive Assistant or equivalent role, supporting C-suite or Director level staff (for profit or nonprofit)
• BA/BS degree or equivalent work experience
• Superb PowerPoint, Word and Excel skills. Proficiency in Infographics, Vizio or similar software will be useful. Experience using Adobe InDesign a plus
• Experience supporting or facilitating multiple projects a plus

Skills, Abilities, Competencies

• Strong project management and project coordination skills
• Proactive, detail oriented, problem solver with the ability to deliver high-quality results on-time
• Experience working with multiple teams, priorities, and projects at the same time
• Strong writing and researching skills
• Enjoys facilitating the work of a senior leader and derives satisfaction from helping a team run successfully
• Demonstrates superior organizational skills and ability to prioritize and balance multiple tasks in a fast-moving environment
• Performs administrative tasks well and adjusts focus between “big picture” strategic work and day to day “to dos” with ease
• Has the ability to research and analyze material logically and share ideas and recommendations clearly
• Has demonstrated skill in problem-solving; enjoys a challenge, achieves satisfaction from working things out, getting things done; demonstrates curiosity
• Demonstrates superior communication skills, both written and verbal
• Comfortable interacting with staff at all levels and representing the ideas or position of the CHRO clearly and diplomatically, when needed
• Idea generator who can think creatively with practical accomplishment in mind. Can come to the position with ideas on how to make the Executive Assistant position most successful
• Collaborative spirit; enjoys being part of a team
• Ability to travel to NRDC U.S. based offices, approximately 10-15% annually
• Commitment to NRDC's mission, values, and DEI principles

NRDC is committed to advancing diversity, equity, and inclusion, both in our work and in our workplace. We believe that celebrating and actively welcoming diverse voices and perspectives is essential to solving the planet's most pressing environmental problems, and we encourage applications from candidates whose identities have been historically under-represented in the environmental movement.

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, gender, gender identity or expression, marital status, sexual orientation, national origin, citizenship, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

We offer competitive salaries, excellent benefits, and a supportive working environment. Salary is based on a nonprofit scale and is commensurate with skills and experience. For this position, the salary is $74,000 to $85,000. Internal equity considerations will be reviewed before making a final offer.

Our offices are open and we are operating in a hybrid model. We offer NRDCers flexibility, we ask them to come into the office and spend meaningful time there in collaboration with their colleagues.  We call this purposeful presence.

As a science-based organization, NRDC aims to do our part to help contain the COVID-19 public health crisis. For the sake of health, safety, and equity, we ask that people be vaccinated unless they have an approved medical or religious accommodation or other exemption in accordance with state and local law. We consider a person to be vaccinated two weeks after receiving one full course of a CDC-approved vaccine. In accordance with state or local law, new hires will be asked to attest to vaccination, those wishing to do so may request medical or religious accommodations or other exemptions via NRDC Employee Relations. NRDC treats all vaccine-related data confidentially, in keeping with local, state, and federal laws.

To apply, visit www.nrdc.org/careers and upload your résumé and cover letter. Please mention where you saw this posting and upload any additional materials that showcase your abilities. Due to the high volume of applications, we will contact only those candidates we would like to interview. Please no phone calls, emails, or in-person résumé drop-offs.

If you experience technical problems while applying or if you are a person with a disability and need assistance applying online, please reach out to iCIMS Customer Care at 1-800-889-4422.

For more about NRDC, visit www.nrdc.org.