Vacancy: Administrative Assistant (Position now closed)Location: Based in San José, Costa Rica
The Administrative Assistant will work directly with the Enduring Earth Hub Team, providing administrative support to help coordinate, communicate, and implement program priorities and activities.
Reports to: Managing Director
Status: Full-time, exempt
You’ll join a top-notch team for one of the largest and most ambitious conservation partnerships on the planet, committed to the durable protection of hundreds of millions of hectares of land and ocean, and supporting community development. You’ll work directly with the Enduring Earth Hub Team, providing administrative support to help coordinate, communicate, and implement program priorities and activities. You’ll provide administrative and programmatic support to the Executive Director and the organization at an important stage in the organization’s growth. Specifically, you’ll be responsible for coordinating amongst the four organizations and providing administrative support to the Hub Team. This is an ideal position for a professional with previous experience supporting senior executives in a professional environment and a passion for conservation finance and alliances. As an Administrative Assistant, you’ll have the unique opportunity to interact with all Enduring Earth partner organizations as part of a 6-8 people innovative and remote start-up-oriented team.
Working closely with the Executive Director on a day-to-day basis, you’ll quickly learn the inner workings of a start-up matrixed organization. This role will provide you with a valuable learning experience and the chance to make a difference in the world of conservation. With a focus on program coordination, communication, and implementation, you’ll have the opportunity to work on a wide range of tasks, helping to support the Enduring Earth Hub Team in achieving its goals. If you’re looking for a challenging and rewarding role that allows you to make a real difference in the world, this could be the perfect position for you.
Responsibilities and Tasks
As an integral part of the Enduring Earth team, the Administrative Assistant will play a critical role in supporting the Managing Director, Partner Organizations, and the Enduring Earth Hub team. Specifically, the Administrative Assistant will be responsible for supporting the following tasks:
- Managing administrative tasks for the Hub team, including meeting planning, travel arrangements, and other general office duties, to ensure that all team members have the support they need.
- Managing calendars and schedules, providing advanced information of key events, including details and facts ahead of time, and maintaining current contact lists by updating them continuously.
- Providing essential support, facilitating internal communications within the collaboration, and fulfilling specific requests in a timely and effective manner.
- Assisting with in person and virtual event logistics, including tracking invoices, planning logistics such as venues, materials, confirmed guests, budget, and contracts, and reporting on event management progress.
- Analyzing and proposing ways to refine standard operating and administrative procedures.
- Assist in general human resources including but not limited to liaising with the Windward HR team for the hub staff, scheduling interviews, maintaining personnel files, following up on contracts and payments, onboarding, orientation and updating employee records.
- Support accounting tasks, including maintaining financial records, preparing financial reports and expenses, and processing invoices and payments.
- Assisting in development and maintenance of knowledge management systems to ensure effective sharing of organizational information and best practices.
- Supporting the preparation of formal documents that are the basis of official decisions, memorializing all decisions, and distributing and communicating those decisions in accordance with agreed-upon terms and procedures.
- Supporting special projects of Enduring Earth by gathering relevant data from peers and partners, leveraging the expertise of the organization’s extensive network.
- Collaborating with the Managing Director to prepare effective agendas and strategies for committee and other meetings, helping to ensure that all objectives are met.
- Performing any other duties as assigned, working collaboratively with the team to support the program’s overall success.
Education, Experience, Knowledge, Skills, and Ability
- A Bachelor’s degree is required, preferably in a relevant field such as business, environmental management, international relations, or public policy.
- Must have at least 2 years of relevant work experience, 4 or more preferred.
- Must be fluent in English. Knowledge of another language, such as French, is a plus.
- Excellent written and oral communication skills are required.
- Excellent interpersonal skills and the ability to communicate with a variety of high-level internal and external stakeholders is required.
- Exceptional attention to detail required.
- Must have strong project management skills.
- Ability to take initiative to prioritize and complete work with minimal supervision required.
- Proficiency with Microsoft office software (Outlook, Word, Excel, PowerPoint) required.
- Committed to building and strengthening a culture of inclusion within and across teams.
- Some travel will be required, possibly 1-3 trips per year.
How to Apply
Please send your CV and cover letter to [email protected] as seperate documents. The cover letter should be no more than one page long. It should explain why you are interested in this post and how your skills and experience make you a good fit. The document should be saved in MS Word or PDF in the following format: Your First Name-Your Last Name-Document Name-Date (mmyy) e.g., Pat-Jones-CV-022023. or Pat-Jones-CoverLetter-022023.
Interviews will be conducted on a rolling basis so please apply as soon as possible.
Enduring Earth Deal Fund and Hub is a project of Windward Fund, a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. Windward Fund is committed to attracting, developing and retaining exceptional people, and to creating a work environment that is dynamic, rewarding and enables each of us to realize our potential. Windward’s work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.