Rare Arlington, VA, U.S.
Jul 11, 2017Full time
Position Overview: The Coordinator will report to the Manager, Fish Forever Strategy and Operations and provide administrative support to team leadership (the Managing Director, Fish Forever and the VP, Global Fishery Solutions). S/he will plan and organize all daily activities for team leaders, considering their priorities and timelines for completion. S/he will manage all internal and external logistics related to internal and external scheduling of meetings and prepare the essential materials for travel, and presentations. This individual will work collaboratively across all departments within Rare including the Rare Executive Team. The Coordinator will interface with a diverse group of individuals, which requires independent judgment to plan, prioritize, and organize a diversified workload, manage available resources, and carry out a mix of routine and complex tasks. S/he will handle confidential information and must be extremely professional, trustworthy, organized, and diplomatic, as well as an excellent writer, to ensure the successful operation of the Global Fishery Solutions team. This position requires a self-motivated individual with a positive outlook and solution-oriented focus. The Coordinator will exercise independent judgment regarding the following 3 areas of significance: Administrative, Logistical, and Operational Support Direct support of Managing Director, Fish Forever and VP, Global Fishery Solutions: Anticipate needs, including an awareness of various timelines, deadlines, and commitments to ensure that task lists and schedules are maintained appropriately. Schedule all meetings and conference calls for the team leaders; coordinate meeting logistics, presentation equipment, agenda preparation, and provision of necessary meeting materials. Attend and take notes for team leaders in various senior meetings. Create travel itineraries and necessary accompanying documents, including: airline/airport information; rental car arrangements; hotel information; meeting times, participants, and locations; parking instructions; meal arrangements; directions/maps; background research and preparation; and any other information that may be required. This information will be presented in clear briefing packets. Prepare, review and submit expense reports. Review and proofread documents requiring signatures. Approve timesheets, and time-off requests for the team leaders’ direct reports. Coordinate the logistics of regular, ad hoc team and departmental meetings, appointments, and conference calls, including scheduling, presentation equipment, agenda preparation, and provision of necessary meeting materials. Create record-keeping systems and be able to access them quickly. Project Management Support budget management by processing payment requests and conducting initial review of financial reporting related to expense and grant tracking to produce a high-level budget status overview for budget owner. Support the creation of project work plans, track project deliverables, and provide project status updates, as needed. Follow-up on action items determined in meetings, both with team leaders and with other parties involved. Writing, Editing and Special Projects Regularly draft, edit, and proof correspondence, informal and formal communications, presentations, detailed notes, and other materials related to program operations. Conduct research as requested by team leaders, and summarize and present findings in both spoken and written form. Create and edit PowerPoint presentations based on provided content. Work with team leaders on managing special projects, such as cross-cutting planning that engages global teams with country teams in the design of new strategies. These projects will vary in scope and topic, but may include the design and management of workshops or presentation materials. This position requires experience to effectively handle sensitive and confidential situations; and demonstrated poise, tact and diplomacy to function efficiently and effectively in an international environment. A minimum of 1 year of professional experience, preferably providing executive assistance/support for a global organization. Professional, upbeat, energetic attitude, someone who takes initiative, is dependable and takes pride in their work. Well-organized self-starter with demonstrated success in project management and proven ability to prioritize and execute multiple simultaneous projects. Exceptional attention to detail, ability to establish priorities and meet deadlines, which may be dependent upon completion of tasks by others. Exceptional organizational and project management skills and an extremely high level of interpersonal and problem-solving abilities for handling sensitive and confidential situations often in an international environment. Proven ability to develop solid working relationships which includes an understanding of the dynamics necessary to work efficiently and effectively within the context of a global organization. Expert level skills in a variety of computer software applications including word processing, spreadsheets, and presentation software (MS Word, MS Excel, MS Power Point, MS Outlook), and CRM products; knowledge of SalesForce a plus. Excellent note taking ability. Extremely skilled in the use of Internet for both research and dissemination of information. Ability/willingness to learn new programs and/or systems as required. Willingness to be hands-on in a role that is demanding and requires a high level of energy. Strong writing skills and prior experience in proofreading and editing. Ability to manage changing priorities and competing deadlines to ensure high quality standards. Assertive and comfortable when talking with Executives and individuals at all levels of an organization and the ability to provide persistent and tactful follow up. Strong written, oral, and interpersonal communication skills. Experience and willingness to travel internationally, a plus. Spanish, Portuguese, Tagalog, and/or Bahasa Indonesia language skills, and/or experience living overseas, a plus. Remember to say you found this opportunity at EnvironmentalCareer.com