The Executive Assistant (EA) is the right hand of the Chief Development Officer (CDO), with central responsibility for directing follow-up on donor portfolio moves, calendaring meetings for internal and external stakeholders, and managing workflow and department meetings. The Executive Assistant will also support one other senior Development Officer.  The EA will support the Development Senior Management Team (DSMT) and the Development department broadly as a key member and support the execution of the department’s work. In addition, this role will help department members and others across the organization access the CDO and the department more broadly by prioritizing requests and escalating critical needs.The EA’s role is to help the CDO prioritize competing demands, host and coordinate meetings, complete domestic and international travel arrangements, draft correspondence and briefings, process expenses, and maintain donor records, including data entry in the donor database. They will also provide support to one other Senior Director of Development (Sr ADOD). 

Daily activities will include:

• Direct follow-up on donor portfolio moves and opportunities (CDO and Sr ADOD)
• Calendar meetings for internal and external stakeholders for CDO and Sr ADOD
• Manage CDO’s workflow- helping her to prioritize and manage tasks
• Execute daily early morning check-in with CDO to apprise their priorities for the day and to get to-do items for delivery as soon as later that day
• Help CDO and Sr ADOD manage their fundraising priorities; understand their portfolios and donor priorities. Schedule donor meetings and field trips and perhaps help with events. Provide logistical support to CDO, Sr ADOD, and the donors and other involved staff. Be a reliable point of contact for all parties and anticipate and troubleshoot issues.
• Make domestic and international travel arrangements for CDO and Sr ADOD
• Draft, send, and log correspondence
• Manage and process expenses
• Maintain donor records and input information into donor database; pull reports out of donor database to learn about CDO and Sr ADOD’s portfolios
• Preparing materials for solicitations, stewardship, and updates

The EA will own meaningful projects and be deeply involved in the department’s operations. The EA will work alongside the most passionate, intelligent, talented, and focused people in environmental conservation, helping to ensure the preservation of the land and waters upon which all life depends. They must acquire advanced knowledge of the organization’s systems and resources to support and coordinate communications related to the resources. The EA will maintain, track, analyze, and report on key data for the CDO and the Philanthropy Senior Management team. The position will adapt processes and implement recommended practices to improve effectiveness. They will communicate on behalf of the CDO and have substantial contact with stakeholders, including all levels of staff, donors, volunteers, vendors, and business relations. The EA takes on additional duties to enhance the work of the team. Such responsibilities may include but are not limited to a significant role in training, developing documentation, and/or enhancing the systems and tools used by the team.

Key duties include:

• Learn and understand TNC’s programs, systems, and resources including, but not exclusive to, CA conservation programs and TNC conservation programs; TNC’s SOPs, policies, and procedures; Connect; DelTek; PeopleSoft; SalesForce; staff onboarding resources; among others.
• Calendar DSMT meetings and source and create agendas. Take notes and circulate and track action items.
• Support staff recognition efforts such as welcoming new employees and farewell parties, life-event recognition, MVP recognition, etc.
• Calendaring department meetings and source and create agendas. Take notes and circulate action items. Help department members be accountable as needed.
• Act as a reviewer (1st and 2nd) for others’ expenses; have an understanding of expense SOPs and help others to understand and enforce SOP.
• Organize department-wide activities including retreats (including logistics, activities, managing budget, and managing a planning team).
• Manage the invoicing of donors who visit Santa Cruz Island, working in conjunction with finance, SCI staff, and fundraisers to ensure that donors remit payments for visits.