Operations & Executive Assistant

Overview

Who We Are:
The Nature Conservancy’s mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world’s toughest challenges so that we can create a world in which people and nature thrive. We’re rooted in our Mission and guided by our Values, which includes a Commitment to Diversity and Respect for People, Communities, and Cultures. Whether it’s career development, flexible schedules, or a rewarding mission, there’s lots of reasons to love life #insideTNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube or on Glassdoor.

Our goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging, and that their unique contributions to our mission are valued. We know we’ll only achieve our Mission by hiring and engaging a diverse workforce that reflects the communities in which we work. In addition to the requirements in our postings, we recognize that people come with talent and experiences outside of a job. Diversity of experience and skills combined with passion is a key to innovation and a culture of inclusion! Please apply – we’d love to hear from you. To quote myriad TNC staff members, “you’ll join for our mission, and you’ll stay for our people.”

What We Can Achieve Together:
The Operations and Executive Assistant (Assistant) will provide direct administrative support to the Montana State Director and Director of Finance and Operations for the Montana Chapter. They will work as part of a team within the Montana program coordinating tasks related to one or more functional activities, such as office reception, operations support, procurement, meetings management, special events, training, and travel. The Assistant may also provide administrative support to the Montana Leadership Team.

The Assistant will be responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, answering phones, drafting correspondence, processing gifts and expenses, and planning, scheduling, and coordinating logistics of meetings and special events. They will be responsible for purchasing, central filing, mailroom operations, facility management, telecommunications, and reception. They will be well versed in the systems and resources utilized by the team to execute assigned tasks. They will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will provide targeted training related to needs of the Montana State Director and Director of Finance and Operations. They will implement processes and practices to improve effectiveness using strong organization skills, accuracy, and attention to detail. The Assistant will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will communicate on behalf of Montana State Director and Director of Finance and Operations with staff in various programs across the Conservancy, as well as with donors, vendors, and business relations. They will effectively communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. They will perform administrative functions for the Montana program, as required.

Responsibilities & Scope:
• Provide direct support to the Montana State Director including booking travel, managing expense reports, scheduling meetings, creating agendas, and taking minutes.
• Plan logistics for staff retreats, parties, and gatherings.
• Provide in-person reception, supply purchases, mail sorting and gift processing in the Helena, MT office.
• Act independently on assigned tasks and exercise independent judgment based on analysis and experience; work is diversified and may not always fall under established practices and guidelines.
• Work within scope of program’s strategic goals.
• Coordinate projects with several variables, work within a defined timeline and budget.
• Demonstrate sensitivity in handling confidential information.
• Perform non-routine analysis, research, and follow-through.
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
• Make purchases, contract with vendors, and assist with budget preparation.
• May act as a resource to others to solve problems and act in supervisor’s stead when instructed.
• Provide input through project teams for the improvement of existing programs.
• Refer difficult questions and unusual problems to supervisor.
• Travel and work flexible hours; and
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

We’re Looking for You:
Are you looking for work you can believe in? Through the efforts of The Nature Conservancy in Montana, more than a million acres in Montana have been preserved for people and nature. From the mountains to the grasslands, the Montana Chapter is dedicated to conserving the natural resources that make Montana unique.

Come join TNC. Apply today! To apply for job ID 55856, submit your resume and cover letter online by 12/1/2024 at 11:59pm EST using the Apply Now button at https://careers.nature.org/. Need help applying? Visit our recruitment page or contact applyhelp@tnc.org.

What You’ll Bring:
• Bachelor’s degree and 2 years’ experience or equivalent combination.
• Experience booking travel, managing calendars, completing expense reports, and communicating for others.
• Experience using organizational techniques to provide accurate results.
• Experience in business writing, editing, and proofreading.
• Experience organizing time and managing diverse activities to meet deadlines.
• Experience working across teams and communicating with a wide range of people.

Desired Qualifications:
• Experience planning and executing events.
• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
• Experience analyzing information for the purpose of coordinating and planning activities and solving problems.
• Ability to use existing technology to achieve desired results.
• Experience generating reports and interpreting data.
• Experience interpreting guidelines to achieve desired results.
• Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff.

Salary Information:
The starting pay range for a candidate selected for this position is generally within the range of $50,300 – $54,000 or $27.64 – $29.67 hourly for annual base salary. This range only applies to candidates whose country of employment is the USA. Where a successful candidate’s actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate’s location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.

What We Bring:
Since 1951, The Nature Conservancy has been doing work you can believe in protecting the lands and waters that all life depends on. Through grassroots action, TNC has grown to become one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff, we impact conservation throughout the world!

The Nature Conservancy offers a competitive, comprehensive benefits package including: health care benefits, flexible spending accounts, 401(k) plan including employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work wellbeing benefits. Learn more about our benefits at in the Culture Tab on nature.org/careers.

We’re proud to offer a work-environment that is supportive of the health, wellbeing, and flexibility needs of the people we employ!

This description is not designed to be a complete list of all duties and responsibilities required for this job.