Overview
Project Administrative Support Specialist Jobs in Los Angeles, CA at Amheart Solutions
OFFICE LOCATION
Latin America
Location is flexible in TNC’s core countries in Latin America (Argentina, Brazil, Belize, Colombia, Chile, Ecuador, Guatemala, Mexico, Peru)
WHO WE ARE
The mission of The Nature Conservancy (TNC) is to conserve the lands and waters upon which all life depends. As a science-based organization, we develop innovative, on-the-ground solutions to the world’s toughest environmental challenges so that people and nature can thrive. Our work is guided by our values, which include a commitment to diversity and respect for people, communities, and cultures. From a rewarding mission to career development and flexible schedules, there are many reasons to love life #insideTNC. Want to know more? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.
One of TNC’s primary goals is to cultivate an inclusive work environment so that employees around the globe have a sense of belonging and feel that their unique contributions are valued. We know we’ll only achieve our mission by hiring and engaging a diverse staff that reflects the communities in which we work. Recognizing that people bring talent and skills that have been developed outside the scope of a job, we take a holistic approach to recruitment that considers life experience in addition to the professional requirements listed in our postings. Please apply – we’d love to hear from you. To quote a popular saying at TNC, “you’ll join for the mission, and you’ll stay for the people.”
WHAT WE CAN ACHIEVE TOGETHER
The Executive Assistant, LAR will provide direct administrative support to the Regional Managing Director, two staff senior members at the regional office of TNC Latin America, the Directors of Impact Acceleration and will occasionally support administrative tasks requested by other senior regional staff.
Will be responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, answering and making phones calls, drafting correspondence, processing expenses, and scheduling and coordinate logistics of virtual meetings and special events. Will use available systems and resources to maintain, track and research data, and produce and review reports for supervisors. They will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures.
The Executive Assistant, LAR will coordinate or support activities or processes with multiple variables, setting realistic deadlines and managing the timeline. They will communicate on behalf of supervisor with staff in various programs across the Conservancy, as well as with donors, vendors, and business relations. They will effectively communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. They will perform administrative functions for the program, as required.
The Executive Assistant, LAR will also serve as back-up for other Assistants or Coordinators in the region for certain activities in case of any type of leave.
Some duties are highly confidential and the candidate chosen will need to acquire strong knowledge of TNC’s policies, procedures and operations. The candidate chosen must also be a good communicator and team player, who can be firm but diplomatic and polite in representing the Directors requirements to other staff and programs.
Uses TNC’s code of conduct and competencies as a baseline to conduct their actions and be an example for others.
This position may require travel and working long, and flexible hours as needed.
The work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
WE’RE LOOKING FOR YOU
Are you looking for work you can believe in? At TNC we strive to embody a philosophy of Work that You Can Believe in where you can feel like you are making a difference every day. We’re looking for someone with strong experience in being a part of a diverse, multi-disciplinary team.
The ideal candidate should have exceptional communication and collaboration skills and experience providing administrative support to a director or multiple directors. This is an exciting opportunity to contribute to the ongoing mission of conservation by directing and shaping the work of our team!
This position is located in Latin America countries where TNC has offices and will work remotely from their locations.
Responsibilities & Scope:
Does not supervise any staff, but may supervise volunteers, interns, or temporary staff;
Perform duties under general supervision and established guidelines;
Manage Regional Managing Director and / or other regional senior staff members calendars, organizing meetings according with requests and importance. Will go one step ahead on the calendar and organizing priorities.
Demonstrate sensitivity in handling confidential information;
Makes purchases, process invoices, contract with vendors, submit expenses and when required, assist with budget tracking;
Fill out timesheets in Deltek, ideally daily and at least once a week.
Support with reviews of report sent to Directors by Concur (travel and general purchases).
Identify routine problems and utilize existing resources for resolution, referring difficult questions and problems to supervisor;
Make day-to-day decisions within the scope of work assignments and prioritize work independently being proactive.
Prepare and take notes of the executive meetings: update the tracking report according with the meeting resolutions (before and after the meeting), prepare and book meeting rooms, invite attendees, and prepare all logistical and administrative activities to guarantee the success of the meeting.
Review and preparing written e-mails, documents and presentation materials, in particular briefing materials for all meetings, trips and calls;
Scheduling and organizing meetings and conference calls; and arranging and planning an extensive travel schedule.
Plays a key role on reporting processes, meeting internal deadlines and ensuring follow-up to agreements made during meetings and calls.
Participate and collaborates in projects when needed
Work overtime as needed
WHAT YOU’LL BRING
Bachelor’s degree and 3 years’ experience or equivalent combination.
Experience generating reports and interpreting data.
Experience in business writing, editing, and proofreading, ie ability to summarize and convey key messages.
Experience organizing time and managing diverse activities to meet deadlines.
Experience working across teams and communicating with a wide range of people.
Experience in remote working and managing confidential information.
Fluency in English and Spanish or Portuguese.
DESIRED QUALIFICATIONS
Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
Very quick to learn new software and very competent in collaboration tools (Example: smartsheet, hub, box, Microsoft Teams, others)
Good at building relationships, genuinely interested in people
Ability to analyze information for the purpose of coordinating and planning activities and solving problems.
Ability to use existing technology to achieve desired results.
Experience interpreting guidelines to achieve desired results.
Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff.
Strong organization skills, accuracy, and attention to detail
WHAT WE BRING
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 competitive and comprehensive benefits packages tailored to the individual countries where we work. These may include health care benefits, retirement benefits, parental leave, paid time off, life insurance, and disability coverage as well as an employee assistance program and other life and well-being benefits. Learn more about our benefits on our Culture Tab on nature.org/careers.
We’re proud to offer a flexible work environment that supports the health and well-being of the people we employ.
ADDITIONAL JOB INFORMATION
Type of contract: Fixed-term for 7 months
APPLY NOW
To apply for job ID 56424, submit your materials online by using the Apply Now button at https://careers.nature.org/ by 11:59 PM EST on March 28th, 2025. Need help applying? Visit our recruitment page or contact [email protected].
The Nature Conservancy is an Equal Opportunity Employer. Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.
The successful applicant must meet the requirements of The Nature Conservancy’s background screening process.
Do you have military experience? Visit our U.S. Military Skills Translator to match your military experience with our current job openings!
TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to [email protected] with Request for Accommodation in the subject line.
An attractive salary and benefits package is part of TNC’s value proposition to our employees. TNC strives to provide competitive pay and bases salaries on the geographic location of the role committing to being equitable across groups and providing hiring salary ranges when possible.
Since we support flexible and remote work for our employees, many positions have a flexible location within countries where we’re registered as a Non-government Organization and established as an employer. This may mean we’re unable to provide a hiring salary range in the posting for some of our positions. However, candidates invited to be part of our interview process will be provided their location specific range upon request.
Title: Project Administrative Support Specialist
Company: Amheart Solutions
Location: Los Angeles, CA
