Department: Global Conservation Program
Location: Bronx Zoo, Bronx NY
Reports to: Vice President, Global Operations
The Wildlife Conservation Society (WCS) works to save wildlife and wild places by understanding critical issues, crafting science-based solutions, and taking conservation actions that benefit nature and humanity. The Global Conservation Program (GCP) manages programs with staff distributed across New York and in more than 60 countries across the world. WCS seeks a dynamic, well-organized, hard-working, and committed Senior Administrative Assistant to support the administration of our Global Conservation Program. The successful candidate will join a cohesive, effective team at the Bronx Zoo in New York to support GCP’s executive leadership.
Position Objectives: Provide high-level administrative and executive support for the Executive Vice President of Global Conservation (EVP) and a set of other members of the GCP Senior Management Team. Principal responsibilities will include organizing travel arrangements, coordination and scheduling of meetings, and handling administrative tasks in support of GCP, the GCP Senior Management Team and their programs.
Principal Responsibilities, include but are not limited to:
1. Provide general administrative and executive support to the Executive Vice President.
· In coordination with the Chief of Staff to the EVP (CoS), responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, ensuring up to date information, preventing meeting conflicts, and allowing sufficient travel time for offsite meetings.
· Arrange meetings as requested by EVP or CoS, coordinating availability with meeting participants, which may include internal staff, external agencies/vendors, and Board of Trustees members and their executive assistants. Arrange meeting rooms, teleconference information, food and beverage service, A/V set up and other logistics as required.
· Receive and greet guests and visitors.
· Sort and screen correspondence and telephone calls.
· Perform ad hoc administrative projects at request of EVP or CoS.
2. Provide general administrative and executive support to EVP and five members of the GCP Senior Management Team (Vice Presidents of Global Conservation, Global Operations, Species Conservation, International Policy, Conservation Strategy and Partnerships).
· Assist with procurement and preparation of payment requests and service agreements on behalf of the EVP and VPs
· Organize, record and distribute meeting minutes when requested
· Provide administrative support to the teams led by the VPs including the Training and Capacity Building Program, the Conservation Operations team, the Species Program, the International Policy team and the WCS Europe team.
3. Travel Arrangements
· Arrange domestic and international travel plans for EVP and VPs, including transportation, lodging, registration fees, visas, etc., and any other travel requirements.
· Manage corporate credit card accounts, assist with expense management and prepare travel reimbursement reports.
· Conference and meeting planning and logistics.
· At least three years administrative assistant experience supporting senior level executives, ideally within a cultural institution, university, international nonprofit, or similarly complex non-profit organization. Experience working with Board of Trustees a plus.
· Bachelor’s degree or above
· Excellent computer skills and proficiency with Microsoft Office including Word, Excel and PowerPoint. Experience with Zoom and Slack a plus.
· Excellent communications skills, both written and verbal.
· Mature proactive self-starter with strong work ethic, good judgment, well organized and the ability to set priorities and manage time efficiently, able to react to multiple varied requests in a timely manner.
· Strong interpersonal skills, an ability to work well with a wide variety of people in a team setting, and, ideally, a sense of humor.
· Experience working as part of a dispersed, remote team.
· Integrity, discretion and experience in maintaining confidentiality a must.
· Excellent calendar management skills, including the coordination of complex executive meetings.
· Outstanding organizational skills and close attention to detail, commitment to follow through and quality control.
· Effective “roll up the sleeves” work ethic.
· Flexibility to work in the evening and on weekends, as needed, depending on scheduled meetings or events
· Ability to travel to meetings or conferences, if requested
· An understanding of and commitment to conservation of wildlife and wild places and the mission of the Wildlife Conservation Society.