Coordenador(a) Executivo(a) - São Paulo - The Nature Conservancy

Descrição

What We Can Achieve Together:

The Executive Assistant, Brazil will provide direct administrative support to two staff senior members at the Brazil Business Unit: Brazil Executive Director and the Conservation Senior Director and may also support other senior regional staff.

Will be responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, making phones calls, drafting correspondence, processing expenses, and scheduling and coordinate logistics of 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. They will provide targeted training related to the needs of the Director. They will implement processes and practices to improve effectiveness. The Executive Assistant Coordinator, Brazil will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. He/She 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. He/She will perform administrative functions for the program, as required, and perform direct supervision of one or more staff.

The Executive Assistant Coordinator, Brazil will laso serve as back-up for other Assistants 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 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 Brazil, with home office regime.

Responsibilities & Scope:

· Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines.

· May supervise staff volunteers, interns, or temporary staff;

· Ensure that there is compliance with policies and procedures, and external (donor/legal/IRS) requirements within the work of the BU Director and Conservation Director; decisions may bind the organization financially or legally.

· Participate in budget preparation;

· Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs;

· Manage Directors or other senior staff members calendars, organizing meetings according with requests and importance. Will go one step ahead on the calendar and organizing priority meetings.

· Makes purchases, process invoices, contract with vendors, and assist with budget tracking;

· 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 admin activities to guarantee the success of the meeting. Gathers pre reads, notes, follow ups and ensures that meetings are productive

· When needed, research, analyze and synthesize information for key decisions to support the BU Director.

· May make presentations for the BU Director related to internal and external work.

· Flags and may manage high priorities and tracks milestones and stakeholders engagement

· Facilitate staff meetings- sets agendas, make sure that presenters are timely informed and prepared for them.

· 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. This includes coordinating trips, paying attention to the details of best logistics and cost effectiveness.

· Plays a key role on reporting processes, meeting internal deadlines and ensuring follow-up to agreements made during meetings and calls.

· Fill out Directors timesheets in Deltek, ideally daily and at least once a week.

· Filter and prioritize incoming information to the BU Director and the Sr. Conservation Director and maintain confidentiality and discretion with sensitive data.

· Support with reviews of report sent to Directors by Concur (travel and general purchases).

· Participate and collaborates in local, regional and global projects when needed

What You'll Bring:

· Bachelor's degree and 4 years' experience or equivalent combination.

· Experience generating reports and interpreting data.

· Very quick to learn new software and very competent in collaboration tools (Example: smartsheet, hub, box, Microsoft Teams, others)

· 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.

· Good at building relationships, genuinely interested in people

· Experience in remote working and managing confidential information.

· Fluency in English and Spanish.

DESIRED QUALIFICATIONS

· Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.

· 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

Tipo de vaga: Efetivo CLT

Pagamento: R$1.789,37 - R$8.739,81 por mês

Benefícios:

• Assistência médica
• Assistência odontológica
• Seguro de vida
• Vale-alimentação
• Vale-refeição