Executive Office Administrative Associate, Tompkins Conservation

ORGANIZATION OVERVIEW

Tompkins Conservation (TC) was founded almost 30 years ago by Kristine and the late Douglas Tompkins (1943–2015), business leaders from Patagonia, The North Face and Esprit Corporations. TC is a global conservation leader that rewilds areas—creating fully functioning ecosystems with a rich diversity of species—and collaborates with communities, organizations and governments to protect, restore and forever embrace wildlands and wildlife.

TC has focused on projects in Argentina and Chile, supporting the creation of terrestrial and marine national parks; reintroduction of missing species; restoration of degraded lands; environmental activism; and initiating sustainable, conservation-minded economic development. To learn more, visit: www.tompkinsconservation.org

Over the next five years, Tompkins Conservation will launch a new initiative, Rewilding the Americas (RtA), to accelerate the scale and depth of its results. It will transition from an operating foundation that designs and implements projects in Chile and Argentina, to a venture philanthropy model that will raise funds and provide technical support to high-impact rewilding projects across the Americas—focusing on Argentina, Chile, and the US.

TC/RtA is in a time of strategic growth and reinvestment looking forward to the next 50 years of conservation achievements and excellence. While the organization is focused on staying nimble and putting its conservation dollars to work on the ground, we anticipate that additional staff and resources will be added over time.

POSITION OVERVIEW

He/she/they must be an organized and adaptable self-starter who can support senior leadership and perform all administrative duties—virtually and/or in the office—to help ensure that the office and systems are operating smoothly. The ideal professional for the role is proactive, responsive, reliable, detail-oriented and great at multitasking. The Executive Office Administrative Associate provides support to the Cofounder/President and the Managing Director, and reports to the Chief of Staff.

RESPONSIBILITIES

Leadership Support

• Provide administrative support to the Cofounder and President and the Managing Director
• Manage calendars; schedule virtual and in-person meetings with internal and external participants; generate daily agendas as requested
• Provide virtual and in-person meeting support. This includes, but is not limited to, preparing briefing materials; drafting presentations; reserving time and meeting space; managing invitations and guest lists; confirming call-in details
• Coordinate with development and communications teams, providing support as needed on events and with marketing and communications materials
• Represent leadership and the organization professionally; draft emails and letters; communicate promptly on their behalf
• Book flights and travel arrangements; generate and review trip details with leadership to ensure they are aligned on travel plans
• Organize and process expense reports
• Support Chief of Staff with Board and Advisory Council meetings and needs
• Maintain confidential and sensitive information
• Work long or flexible hours as needed including possible travel
• Balance various priorities and deadlines in a fast-paced environment

Office Management (Virtually and/or In-person)

• Perform receptionist duties: greet visitors, answer and direct phone calls, voicemails and email inquiries
• Manage incoming and outgoing mail and deliveries
• Perform general clerical duties including, but not limited to, photocopying, scanning, mailing, filing, uploading documentation to proper sources including shared networks and/or programs
• Oversee and track office inventory—including, but not limited to books, letterhead, business cards, office supplies—and order and report on inventory as requested
• Assist with office layout planning and office moves
• Ensure the office is organized and tidy

QUALIFICATIONS

• Experience working within decentralized teams while managing many tasks, deadlines and relationships
• Excellent verbal and written communication skills, as well as superb interpersonal skills
• Strong time-management and organizational skills
• Must be a proactive self-starter who can successfully work independently and through ambiguity
• Committed to representing the organization well
• Strong attention to detail
• Comfortable and trusted in handling confidential information
• Technologically proficient with business applications (Salesforce, G Suite, PowerPoint, Keynote, Zoom, etc.)
• Ability to adapt to different situations in a professional manner
• Multi-cultural or cross-cultural experience
• Written and oral proficiency in Spanish is preferred
• Three years of experience in executive support and/or office administration
• Bachelor’s degree is required