Vacancy: Administrative Assistant

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.

 

Closing date: August 2, 2024 – interviews will be conducted on a rolling basis.

Reports to: Strategy and Operations Lead

Status: Full-time

Position Summary

As the Administrative Assistant for Enduring Earth, you will join a team that is working to to protect and conserve our planet’s ocean, lands, and freshwater, and secure long-term financing for conservation, economic diversification, and community prosperity. Enduring Earth is a collaboration of The Nature Conservancy, The Pew Charitable Trusts, World Wildlife Fund and ZOMALAB.

You will work closely with the Managing Director and Strategy and Operations Lead on a day-to-day basis, while interacting with all Enduring Earth partner organizations as part of the Hub team. With a proactive attitude and capacity to solve problems, you will provide administrative and programmatic support, and will be an important part of the connective tissue of this ambitious partnership.

This is an ideal position for a professional with previous experience supporting senior executives, who has an interest in conservation and a desire to learn more about what is involved in keeping an organization operating day-to-day. This role operates in a global matrix partnership, offering a valuable professional opportunity.

Responsibilities and Tasks

As an integral part of the Enduring Earth team, the Administrative Assistant will be responsible for the following tasks:

Scheduling and operational support:

  • Proactively manage the schedule and calendar primarily of the Managing Director and maintain current contact lists.
  • Analyze and implement improvements to standard operating procedures to reduce complexity and increase workflow efficiency.
  • Executing crucial tasks for the Hub team including travel arrangements and other administrative duties, ensuring team members have the support they need to complete their work.

Meeting and event preparation:

  • Prepare briefing materials for meetings and events (agendas, key facts, pre-read materials) both individually and with colleagues.
  • Develop effective agendas and meeting strategies to ensure all meeting objectives are met.
  • Assist with in person and virtual event logistics, including booking venues, confirming participants, sourcing materials, executing contracts, tracking invoices, and other logistical tasks.
  • Support the preparation of formal documents that are the basis of official decisions, memorializing decisions, and communicating these in accordance with agreed-upon procedures.

Other responsibilities:

  • Support essential accounting tasks, including expense reporting and processing invoices, with support from colleagues.
  • Assist in development and maintenance of knowledge management systems to ensure effective sharing of organizational information and best practices.
  • Complete defined general human resource related tasks including scheduling interviews, maintaining personnel files, following up on contracts and payments, onboarding, and orientation.
  • Facilitate internal communications between specific people within the partnership to leverage the combined expertise to solve problems.
  • Travel as required, possibly 1-3 trips per year.
  • Perform any other duties as assigned, working collaboratively with the Hub team to support the partnership’s overall success.

Education, Experience, Knowledge, Skills, and Ability   

Required:

  • B1/B2 American visa.
  • A Bachelor’s degree, preferably in a relevant field such as business, environmental management, international relations, or public policy.
  • At least 2 years of relevant work experience, 4 or more preferred.
  • Fluency in English. Knowledge of another language, such as French, is a plus.
  • Excellent written and oral communication skills.
  • Ability to take initiative to prioritize and complete work with minimal supervision.
  • Excellent interpersonal skills and the ability to communicate with a variety of high-level internal and external stakeholders.
  • Exceptional attention to detail.
  • Ability to multitask and can work to deadlines.
  • Proven experience in event planning and execution.
  • Strong project management skills.
  • Proficiency with Microsoft Office software (Outlook, Word, Excel, PowerPoint) required.

Preferred:

  • Driver’s license

How to Apply

Please send your CV and answers to the questions below to [email protected] in two seperate documents.

The email subject line should read: “Application for Administrative Assistant Position – First Name Last Name”, e.g. “Application for Administrative Assistant Position – Pat Jones”.

CV: This should be no more than 2 pages.

Answers to Questions: Please provide answers to the 3 questions below. The word limit for each question is indicated. You do not need to submit a traditional cover letter.

Question 1: Why are you qualified for this position? (100 words max.)

Question 2: Describe a time when you successfully managed the calendar and schedule for a senior executive. What specific strategies did you use to ensure smooth operations, how did you handle any challenges that arose, and how did you learn to anticipate their needs? (300 words max.)

Question 3: Describe a time when you contributed to the planning and execution of an events and or meeting? Provide an example that demonstrates your attention to detail, ability to handle logistics, and communication skills. (300 words max.)

The documents should be saved in PDF format and adhere to the following naming convention: Your First Name-Your Last Name-Document Name-Date (mmyy) e.g., Pat-Jones-CV-082024 or Pat-Jones-CoverLetter-082024.

Applications close on August 2, 2024, however interviews will be conducted on a rolling basis and the position may be filled before this date. If you are interested, please apply as soon as possible.

Compensation and Benefits

Salary range: USD $24,000-$30,000 per year depending on experience and skills (plus annual bonus in December).

Benefits: Comprehensive benefits package that includes all social guarantees (social security, paid vacations, and other benefits according to Costa Rican law), annual medical insurance bonus, monthly mobile phone plan reimbursement, and contribution towards mobile phone replacement every 2 years.

Hiring Statement

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. This position is legally employed by iitos Group S.A. but connected to Windward Fund through a contractual relationship. The Administrative Assistant operates as part of the Hub team.

Windward Fund and iitos are 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. Our 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.

Learn more about the Enduring Earth team and our mission and values