Executive Assistant - Global Marine

This position requires strong administrative and organizational skills and the ability to engage with all levels of staff, key partners and board members in a professional manner that appropriately represents the organization and the Senior Vice President.  This position will require flexibility and alternate work hours to effectively respond to the needs of the Senior Vice President in the remote location.

RESPONSIBILITIES:

Office Management:

• Assist the SVP regarding all administrative matters within the Global Marine Division, including administrative support to the Vice President, Marine Conservation, and other Marine Division staff, as needed and directed by the SVP
• Manage daily schedules and communications with a wide variety of constituents, including potential and existing donors.  On behalf of SVP, respond to e-mails and telephone calls as appropriate. 
• Take minutes and keeps records of selected staff meetings
• Maintain current phone and email directory for the SVP
• Coordinate meetings and conference calls, including on-site logistics
• Prepare expense reports and reimbursement forms for SVP and his/her office
• Make travel arrangements for SVP and staff/guests as required
• Maintain appropriate filing systems

External Relations:

• Liaise with Marine Advisory Council members and their representatives at the request of the SVP 
• Support SVP, and Vice President, Marine Conservation in preparation for regular and ad-hoc Marine Advisory Council meetings.
• Project Management and Division Support.
• Assist SVP with gathering information and preparation for meetings
• Design and prepare presentation materials. 
• Maintain databases and project plans related to projects
• Perform special projects for the SVP and Vice President, Marine Conservation, as needed
• Other duties as assigned

Working Conditions:  In certain circumstances, position will need to be available during non-standard business hours to support the SVP as appropriate.

QUALIFICATIONS:

Required Skills:
• Bachelor’s degree or equivalent years of related work experience
• Minimum of 8 years of executive assistance experience
• Strong organization and prioritization skills
• Resourcefulness and ability to work proactively
• Strong verbal and written communication skills, with the ability to effectively communicate with individuals from a variety of disciplines, cultures and backgrounds
• Flexibility and willingness to work in dynamic situations
• Strong work ethic, including superior professionalism and discretion
• Strong computer skills and knowledge of Microsoft Office software.

Preferred Skills:

• Desire to learn about all aspects of the organization
• Sense of humor, ability to have fun, interest in building a strong culture.