Executive Assistant to the Chief Operating Officer, General Counsel, and Senior Vice President of People
Washington D.C.; Reston, VA
Type of Job
Oct 16, 2023
About the job
Founded in 1936, the National Wildlife Federation has grown into America's largest and most trusted grassroots conservation organization with 52 state and territorial affiliates and more than seven million members and supporters, including hunters, anglers, gardeners, birders, hikers, campers, paddlers, and outdoor enthusiasts of all ages and stripes. The mission of the National Wildlife Federation is to unite all Americans to ensure wildlife thrive in our rapidly changing world. We advance this mission through programming focused on conserving wildlife, restoring habitats and waterways, expanding outdoor opportunities, connecting children with nature, advancing environmental justice, and addressing the causes and consequences of climate change.
To support our mission we are seeking a Executive Assistant to the Chief Operating Officer, General Counsel, and Senior Vice President of People. In this role, you will serve as a member of the Chief Operating Officer’s team and provide high-level support to the Chief Operating Officer (COO), General Counsel (GC) and Senior Vice President of People (SVP). The COO provides leadership and oversight of key support functions at the National Wildlife Federation. The GC leads the legal team and the SVP leads the people functions. As a team player in a results-focused and fast-paced environment, you will exercise initiative and discretion in managing the executives’ time and the day to day functions of the team effectively and efficiently, while collaborating closely with a diverse and talented professionals and volunteer leaders across the country.
The Executive Assistant’s role is comprised of these major areas of responsibility and focus:
Administrative Support for the COO, GC and SVP
- Orchestrates a variety of administrative tasks in support of the executives, performing routine clerical functions and undertaking complex special projects as directed, requiring thorough knowledge of the Federation’s ambitious conservation agenda as well as its policies, procedures and operations.
- Facilitates the equitable and efficient utilization of the executives’ time and energy through the development and coordination of active calendars of appointments, meetings, and engagements, with responsibility for planning and coordinating travel and logistics and assisting in the development of materials and other collaterals that support the same.
- Prioritizes key actions to be taken by the executives, ensuring the expeditious handling of various matters requiring their attention, often under tight deadlines and against the backdrop of competing priorities.
- Serves as a liaison between the executives and other staff and volunteer leaders, promoting communication and information sharing while safeguarding confidentiality and exercising discretion in maintaining an effective orientation around top priorities and key deliverables. Monitors incoming mail, email, and phone calls, routing inquires to the appropriate persons or departments for further action.
- Assists the COO, GC and SVP in further building relationships with board members and partners, effectively engaging with these supporters in the Federation’s important work.
- Assists the executives in drafting correspondence, documents and reports; maintains records; processes travel and expense vouchers; processes registrations; and updates various management and reporting tools reflecting actions taken.
- Performs other duties as assigned.
Support for Leadership Teams
- Facilitates regular meetings of the Administration and Operations Leadership team; composes agendas; develops, assembles and distributes meeting materials; and drafts meeting minutes and summaries of outcomes and other actions.
- Organizes the Operating Team’s leadership meetings, as well as team building and professional development activities for the Operating Team.
- Helps coordinate administrative and logistical functions for various NWF Board and ad-hoc committees that are staffed by the executives; plans meetings; develops, assembles and distributes meeting materials; and drafts meeting minutes and summaries of outcomes and other actions.
- Fields inquiries from Board Members and other VIPs in a professional and timely manner, informing the executives and appropriate staff of the inquiries and actions taken.
Required Competencies and Desired Skills and Qualifications:
- Exhibits a high level of confidentiality, self-awareness, empathy, and approachability, coupled with well- honed interpersonal skills.
- Fosters an awareness of multiple group identities and their attendant dynamics, while seeking to deepen an understanding of the impacts of racism, anti-LGBTQ equality, sexism, and structural oppressions and their intersectionality.
- Demonstrates a strong commitment to continuous learning, professional growth and skills enhancement, and endeavors to bring a “growth mindset” that welcomes new ideas.
- Works to build trust with authenticity and character. Protects confidentiality and safeguards sensitive personal information. Uses discretion when sharing information.
- 5+ years of work experience as an executive assistant or administrative professional preferred. A college degree or advanced degree is a plus. Previous experience in a nonprofit setting is desirable.
- Energetic and self-starting, with the demonstrated ability to work independently and, when necessary, as an integral member of a team.
- Professionalism, with superior interpersonal abilities, communications and political savvy, and excellent time management and organization skills.
- Proficiency in Microsoft Office Suite and other databases and management reporting tools.
Your actions are expected to reflect the staff values of the National Wildlife Federation: collaboration, mindfulness, empowerment, inclusivity, and mission focus. Your competencies should include:
- Being motivated by values of equity and responsibility to those most marginalized.
- Consistently bringing a high level of empathy and social skills to work and interpersonal interactions.
- Actively seeks feedback, direction, and guidance from all team members and keeps staff informed of decisions that impact them.
- Being dedicated to advancing NWF’s internal equity transformation and compelling partners and allies to incorporate equity into their work; and
- Passion for and commitment to NWF's mission
Applicants are invited to learn more about National Wildlife Federation’s required equity competencies at https://www.nwf.org/About-Us/Careers.
Location and Work Mode:
The National Wildlife Federation is committed to a flexible and empowered work environment with an authentic community of care for all staff. This hybrid position will be based in either our Headquarters in Reston, VA, or our National Advocacy Center in Washington, DC. For more information on Work Modes, please review the benefits section of our careers page: https://www.nwf.org/About-Us/Careers
Compensation and Benefits:
The salary range for this position $60,000-$65,000 annually, commensurate with experience.
We are proud of our designation by Mogul as a Top 100 Workplace with the Best Benefits, and by Forbes as one of America’s best small employers! We value work-life balance and a family-friendly atmosphere with flexible scheduling. We want you to be able to integrate work and personal life with attention to your self-care, so that your work schedule is not depleting. We offer benefits so you feel restored and fueled through the day and week.
We offer these supports to help manage your mental, emotional, and physical health:
- Paid time off: Vacation that starts off at three weeks accrual, unlimited wellbeing (this time can be used for physical, spiritual, emotional, cultural, religious or financial wellbeing for yourself, a partner, or family member – including pets), 10 holidays, and 3 floating holidays
- We close down for a paid winter break between December 25 to January 1 to recognize end of-year stress, and time for reflection, rejuvenation, and spending time with family.
- Up to 16 weeks of fully paid Family and Medical Leave
- Low-cost health, dental, and vision insurance options – all outpatient mental health is covered at in-network rates
- Therapist available at no cost
- Pet insurance and discount perk program
- Annual wellbeing allowance
In addition to your salary, we offer the following supports to your personal finances:
- Retirement plan with immediate match and vesting
- Annual year end retirement contribution
- Tuition Reimbursement
- Adoption and Surrogacy assistance
- Pet adoption stipend
- Student Loan management
Applicants are invited to learn more about National Wildlife Federation’s benefits package at https://www.nwf.org/About-Us/Careers.
Applications will be reviewed on a rolling basis. Candidates must submit a cover letter and resume.
For more information on our recruiting process, please review our Careers page: https://www.nwf.org/About-Us/Careers
We strive to increase diversity, equity, inclusion and justice (DEIJ) in all elements of our work and with our partners to support the interdependent needs of wildlife and people in a rapidly changing world. We recruit, employ, train compensate, and promote regardless of race, religion, creed, national origin, ancestry, sex (including pregnancy), sexual orientation, gender identity (including gender nonconformity and status as a transgender individual), age, physical or mental disability, citizenship, genetic information, past, current, or prospective service in the uniformed services, or any other characteristic protected under applicable federal, state, or local law. We are proud to be an equal opportunity employer. Applicants are invited to learn more about National Wildlife Federation’s commitment to diversity, equity, and inclusion at nwf.org/equity.
We recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job, therefore our job descriptions are guidelines, not hard and fast rules. Your experience, which may include paid and unpaid experience, including volunteer work, helps build the competencies and knowledge that translates to our openings. Diversity of experience and skills combined with passion is a key to innovation and a culture of excellence. Therefore, we encourage people from all backgrounds to apply to our positions.
Please let us know if you require accommodations during the application or interview process by reaching us at firstname.lastname@example.org or 703-438-6244.
If selected for this position, a background check will be conducted.