Operations and Executive Assistant

$57,491 - $61,714/Yr

The Nature Conservancy - Helena, MT

Full-time - Entry Level

Remote - Helena, MT

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

The Operations and Executive Assistant will provide direct administrative support to the Montana State Director and Director of Finance and Operations for the Montana Chapter of The Nature Conservancy. This role involves coordinating various operational tasks, managing travel arrangements, scheduling meetings, and ensuring effective communication within the team and with external stakeholders. The Assistant will also be responsible for office reception, procurement, and logistics for special events, contributing to the overall efficiency and effectiveness of the Montana program.

Responsibilities

• 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.
• 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.

Requirements

• 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.

Nice-to-haves

• 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.

Benefits

• 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