Operations Specialist and Executive Assistant, Anchorage, AK at The Nature Conservancy in Anchorage, Alaska

Job description

• The Operations Specialist and Executive Assistant provides high-level administrative and coordination support to the Alaska State Director and helps the Alaska Team operate effectively. The position serves as a trusted partner in managing priorities, calendars, travel, meetings, communications, and follow-through. Working with discretion and sound judgment, the Operations Specialist and Executive Assistant anticipates needs, organizes complex activities, and helps ensure commitments and decisions move forward.
• The position also plays a critical role in supporting chapter operations, including office administration, volunteer coordination, facilities and tenant communications, onboarding logistics, and staff events.
• The Operations Specialist and Executive Assistant works independently within Alaska and within a multi-state team of operations professionals supporting Oregon, Washington and Alaska. They serve as a primary point of coordination among staff, vendors, volunteers, tenants, partners, and visitors. The position works closely with the Alaska State Director and leadership team.
• Approximately 60% executive and leadership support, including calendar and inbox management, travel, correspondence, meeting preparation, Leadership Team coordination, expense support, and follow-through.
• Approximately 40% Alaska operations, including chapter meetings and retreats, volunteer coordination, onboarding logistics, office administration, reception, supplies, mail, tenant and facilities communications, vendors, and staff events.
• Are you looking for a career to help people and nature? Guided by science, TNC creates innovative, on-the-ground solutions to our world’s toughest challenges so that people and nature can thrive together.
• The Alaska Chapter works side by side with local leaders in communities across the state to overcome barriers to a sustainable future and implement practical conservation solutions that benefit people and nature.
• The ideal candidate should have exceptional communication and collaboration skills and experience designing, organizing, and directing complex projects. Join us in working toward a future where people and nature thrive!

Responsibilities

• The Operations Specialist and Executive Assistant performs a variety of executive and operational support activities that contribute to the effective functioning of the Alaska Business Unit, including:
• Manage the State Director's calendar as a strategic tool, balancing organizational priorities, deadlines, preparation requirements, travel, and stakeholder commitments. Anticipate conflicts and competing demands, protect focused work time, and recommend adjustments that maximize effectiveness, responsiveness, and alignment with organizational priorities.
• Support management of the State Director’s email and incoming requests, particularly during travel or periods of high activity, by organizing and routing messages, identifying time-sensitive requests, maintaining systems for items requiring action, and reducing unnecessary inbox traffic.
• Coordinate domestic and occasional international travel, including itineraries, reservations, changes, travel documentation, and timely expense reporting.
• Prepare agendas, briefing materials, correspondence, and other documents, gathering relevant information to help the State Director and Leadership Team prepare for decisions, meetings, and external engagements.
• Plan and coordinate leadership meetings, all-staff meetings, retreats, and special events, including scheduling, participant communications, venues, travel, audiovisual needs, catering, materials, and follow-up.
• Capture decisions, action items, and deadlines from key meetings and maintain practical systems that support accountability and completion.
• Maintain organized, accessible, and appropriately confidential executive and chapter records in accordance with TNC policies.
• Use available systems and technology to maintain and track information, create reports, improve workflows, and implement process improvements that increase efficiency, collaboration, and staff support.
• Provide operational coordination for the Alaska TNC offices in Anchorage and Juneau, including reception coverage for phone calls and occasional walk-in visitors, mail and deliveries, office supplies, shared-space readiness.
• Serve as a primary liaison with building management, facilities contacts, vendors, and tenants regarding maintenance, parking, access, safety issues, shared spaces, and related communications.
• Process purchases, invoices, gifts, and expenses associated with assigned executive, meeting, event, and office activities, and support compliance with applicable policies and procedures.
• Contribute to special projects and provide administrative support to other members of the Alaska Leadership Team as priorities and capacity allow.
• Coordinate onboarding logistics for new employees, interns, volunteers, contractors, and visitors.
• Work within scope of program’s strategic goals.
• Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor.
• Coordinate projects with several variables, working 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.
• Financial responsibility includes purchasing, processing invoices, contracting with vendors, and assisting with budget preparation.
• May act as a resource to others to solve problems and act in supervisor’s stead when instructed.
• May supervise volunteer staff.
• Provide input through project teams for the improvement of existing programs.

Requirements

• Bachelor’s degree and 2 years related experience or equivalent combination.
• Experience coordinating administrative processes.
• Experience generating reports and interpreting data.
• Experience in business writing, editing, and proofreading.
• Experience organizing time and managing various activities to meet deadlines.
• Experience working across teams and communicating with a wide range of people.
• This position requires a valid driver's license and compliance with TNC’s Auto Safety Program. Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers." To learn more about the Auto Safety Program, visit the Auto Safety information page. Employment in this position will be contingent upon completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record.

Skills

Required

• Discretion and sound judgment
• Anticipates needs
• Organizes complex activities
• Works independently
• Calendar and inbox management
• Travel coordination
• Expense reporting
• Meeting planning
• Report generation
• Data interpretation
• Business writing, editing, proofreading
• Use of available systems and technology

Benefits

• Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world!
• TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 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. Learn more about our Benefits and Perks here.
• We’re proud to offer a flexible work environment that supports of the health and well-being of the people we employ.
• The starting pay range for a candidate selected for this position is generally within the range of $66,000 - $69,000. This range only applies to candidates whose country of employment is the USA. Where a successful candidate’s actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate's location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market, and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.