Travel: Up to 10% - May include staffing some events; Rare annual staff meeting
About Rare
Rare is a $17 million fast-growing, international conservation organization that runs state-of-the art communication and outreach projects that empower local communities with the tools to solve their own conservation challenges. Rare’s innovative social marketing strategies fuel projects located in more than 50 countries around the world. Named to Fast Company magazine’s list of “Top Social Capitalists” four years in a row, Rare is committed to bringing a spirit of entrepreneurship and creativity to solving one of this century’s great challenges – changing human behavior to ensure sustainable natural resource management.
All Rare projects are managed by local partners; its focus is on building community support for conservation and developing local communications capacity among the world’s leading local environmental organizations. Rare has trained more than 200 local conservation leaders implementing dynamic change processes in 57 countries. Many of these “campaign managers” work for the largest and the smallest conservation organizations globally, including The Nature Conservancy, WWF, and Conservation International. Rare has five offices around the world in Arlington, VA; Indonesia; Mexico; Philippines and China.
Position Overview
The Development and Communications Assistant will report directly to the Senior Vice President of Strategy and Growth (SVP) and the Vice President of Marketing (VP). Duties include managing three departmental budgets as well as the board of directors budget; editing and proofreading marketing materials and other documents; assessing, tracking, and managing the department’s Balanced Scorecard; special projects for the SVP and Rare’s Leadership Team; significant interaction with the Board of Directors, particularly the Development & Communications Committee and the Committee on Trustees which recruits and onboards new trustees; reviewing and approving of team expenses reports and timesheet accounts; scheduling and coordinating arrangements for all regular and ad hoc meetings and events; mange travel logistics and information; and performing other duties as assigned. The successful candidate is expected to function as an integral part of a fast-paced team, to build Rare’s reputation and relationships with major donors and trustees, and to facilitate the day-to-day operations of the Dev-Com team.
This position will work on strategic projects that will necessitate professionalism and discretion. Assignments are related to a variety of Rare functions including preparing for Board of Director meetings, major donor meetings, and other partner organizations. Projects require application of seasoned administrative skills with full understanding of potential scope and impact of the project/assignment, either locally or internationally.
Areas of Responsibility/Performance Expectations
20% Budget Development, Tracking and Analysis
• Work with SVP to develop 2012 budget (Fundraising, Marketing, RarePlanet, Board)
• Consistently monitor and track budget expenses for both the Development and Communications departments by analyzing budgets-to-actuals on a monthly basis.
• Maintain a high degree of urgency, confidentiality and sensitivity to ensure timely handling of specific budget and planning materials.
• Deliver resource reallocation recommendations as appropriate to the SVP and VP based on accurate budget and expense reviews.
• Collect, maintain, and analyze date from past fiscal year as it relates to assisting in the development of the next fiscal year's budget.
• Review and approve all expenses reports and timesheet accounts
• Work closely with the finance department to
30% Administrative Support for SVP & VP
• Anticipate the needs of the SVP and VP, including an awareness of various timelines and commitments to ensure the SVP's schedule and that of the VP's is maintained appropriately.
• Oversee the scheduling of regular and ad hoc meetings, appointments, and conferences calls for other team members. Oversee coordinate of related arrangements and logistics (such as coordination of outside participants, meeting rooms, presentation equipment, and agenda preparation, arrangements, and distribution or reports and materials).
• Establish and oversee an effective and well-documented paper and electronic records management system for correspondence and other materials. Develop and maintain databases or systems as requested to track and organize program information, e.g., programs, projects, initiatives, vendors, staff.
• Coordinate travel and meeting arrangements and conference calls involving multiple parties. Coordinate logistical needs and prepare detailed itineraries including, but not limited to: airline/airport information, rental car arrangements, hotel information, meeting times, who meetings are with, meeting location, parking instructions, lunch and/or dinner arrangements, directions/maps to hotels, social events, and any other information that may be required.
10% Meetings Management
• Manage all internal team meetings for both teams, including regional monthly meetings, biweekly development meetings, and weekly communications meetings.
• Manage Board committee meetings for the DEVCOM and Committee on Trustees.
• Attend and take detailed notes for SVP in board committee meetings and various other senior meetings.
10% Writing & Editing
• Regularly draft, edit, and/or proof correspondence, presentations, program collateral, and other materials and communications.
• Review and proofread documents for the SVP's review and/or signature assuring appropriate protocols are followed at all times and that proper attachments and supplementary materials accompany items for review and signature.
10% Special Projects
This position will work with the SVP and VP on special projects that affect the DevCom team, the Leadership Team, and/or the Board of Directors. These projects have ranged from building a business case for Rare’s events strategy; participating in Rare’s rebranding efforts; developing the department intern strategy.
Required Qualifications, Skills & Knowledge
A college degree and 2-3 years of work experience performing a range of programmatic, analytical, and administrative functions in a fast-paced, high-growth environment.
• Previous experience in budgeting and planning is required
• Demonstrated success in project management and advancing multiple projects simultaneously
• Exemplary organizational and project management skills
• Demonstrated experience in relationship management or communications with senior leaders and high level audiences
• Strong business judgment and exemplary communication skills
• Penchant for problem-solving and collaborating with different teams throughout the organization in a fast-paced environment
• Initiative to take on new projects and continually exhibit a proactive attitude towards all tasks
• 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
• Experience in meeting planning such as scheduling meetings, preparing and disseminating related communications, coordinating travel arrangements
• Meticulous attention to detail and ability to manage changing priorities and competing deadlines to ensure accuracy and high quality standards
• Proficiency with word processing and spreadsheet software; knowledge of Salesforce a plus
• Must be able and willing to travel
• Spanish, Mandarin, and/or Bahasa Indonesia language skills a plus.
Benefits
Rare not only inspires conservation, we also inspire our employees. In addition to fully covered health insurance, a retirement savings plan and 3+ weeks of vacation/holiday leave time, Rare employees receive an annual training budget for continuous learning and growth, a bonus plan that ties to individual and organizational performance, and a flexible work environment. And to make sure no one gets cabin fever, Rare holds an annual all-staff global retreat that brings every staff member together to support our work around the world.
Application Procedure
Please email a resume and thoughtful cover letter, both in Word format, outlining how your skills and experience meet the qualifications of the position to: Human Resources Manager:humres@rareconservation.org. Subject line of the email should read, “Executive Assistant, Development & Communications.” Please mention how you learned of this opportunity and your required salary range. Applications will be reviewed on a rolling basis.
Rare is an Equal Opportunity Employer and encourages applications from qualified individuals regardless of race, religion, national origin, sexual orientation or disability.
