[Hiring] Operations Specialist @The Nature Conservancy

Role Description

The Operations Specialist will support the Policy Team in the Policy and Public Funding Business Unit. Specifically, the Specialist will support the teams by providing executive assistance support to the leadership of the Policy team, and executing tasks related to one or more functional activities, such as:

• Project coordination
• Operations support
• Meetings management
• Special events
• Expense report preparation and reviews

This position reports to the Senior Director of Policy and is a full-time position. This position may be located anywhere TNC is authorized to conduct business, with a preference for Latin America (Argentina, Belize, Brazil, Chile, Colombia, Ecuador, Guatemala, Mexico, Peru).

Essential Functions:

• Support the delivery of the strategic priorities of the Policy Team through executive assistance, including calendar management and expense reporting.
• Plan and execute logistics for special events and/or meetings.
• Manage data and information.
• Perform Information Systems and administrative tasks, including processing forms, preparing reports and forecasts, supporting contracts management, and monitoring budgets.
• Respond to inquiries about program activities, create program materials, and draft correspondence.
• Maintain, track, and research data, produce and review reports, and perform program analysis.
• Provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures.
• Provide support for targeted training related to the functional area of the team.
• Implement processes and practices to improve effectiveness.
• Communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations.
• Distribute information to assist staff in making decisions, solving problems, and improving workflow.

Qualifications

• Bachelor’s degree and 2 years related experience or equivalent combination.
• Experience coordinating administrative processes.
• Experience generating reports and interpreting data.
• 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.

Requirements

• Contribute to the effective and efficient management of the team by assisting the policy leadership team and leading coordination on administrative and operational matters across the team as required.
• Provide project coordination support across policy teams, including tracking action items, facilitating follow-up, engaging stakeholders, and managing data and information.
• Support meeting management activities, including scheduling, note-taking, action item tracking, and follow-up.
• Coordinate special events, including managing schedules, drafting communications, curating participant lists, overseeing logistics, and ensuring technology readiness.
• Expense report preparation and review.
• Work within the scope of the program’s strategic goals.
• Act independently on assigned tasks and exercise independent judgment based on analysis and experience.
• Coordinate projects with several variables, working 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.
• 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.
• Travel and work flexible hours as needed.
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
• Work is diversified and may not always fall under established practices and guidelines.

Benefits

• Competitive, comprehensive benefits package including health care benefits.
• Flexible spending accounts.
• 401(k) plan with an 8% employer match.
• Parental leave.
• Accrued paid time off.
• Life insurance.
• Disability coverage.
• Employee assistance program.
• Other life and work well-being benefits.