Executive Team Assistant

~ Since 1935, The Wilderness Society (TWS) has led the effort to permanently protect nearly 110 million acres of wilderness in 44 states. We have been at the forefront of nearly every major public lands victory. ~

The Wilderness Society's mission is to protect wilderness and inspire Americans to care for our wild places. We contribute to better protection, stewardship and restoration of our public lands, preserving our rich natural legacy for current and future generations.

Position Overview 

The Wilderness Society (TWS), a national non-profit organization whose mission is to protect wilderness and inspire Americans to care for our wild places, is seeking a full-time Executive Team Assistant to join its Executive support team in Washington, DC.

Reporting to the Director of the President's Office, the Executive Team Assistant provides administrative support to the President and key members of the Executive Team to include the Vice Presidents of Marketing & Communications and Philanthropy. This position plays a critical role by assisting the President in maximizing the use of his/her time spent representing TWS to the outside world.

This position is located in our Washington, DC office. No relocation assistance provided.

Responsibilities 

Contributes to the effective operation of the President's Office by: 

• Maintaining knowledge and awareness of internal and external priorities;
• Communicating and collaborating with senior leadership and staff to ensure timely delivery of materials to the President and the Executive Team members to which this position supports;
• Coordinating or supporting the planning and logistics for special events, as needed;
• Provides general administrative support to the President;
• Maintains daily calendar and appointment scheduling;
• Coordinates the President's schedule with other departments as needed. Proactively clears all calendar conflicts ahead of time with the relevant parties;
• Arranges travel and related reservations and appointments;
• Answers the President's phone and routes calls as appropriate;
• Files correspondence, meeting reports, and other records on a timely basis. Responsible for maintaining the President's paper files;
• Reads, sorts, and routes incoming mail on a daily basis;
• Creates and files expense reports for the President;
• Appropriately routes and approves invoices related to the President's Office;
• Working with the Director of the President's Office, performs data entry for Congressional and Administrative meetings using the government relations database of record; 
• Manages the President's correspondence and communications and ensures all correspondence is addressed in a timely manner;
• Anticipates needs, drafts correspondence, and suggests approaches and edits to tailor communications to different audiences;
• Ensures the President's 'Thank You' notes and meeting follow-ups are delivered in a timely fashion;
• Ensures the President's 'Welcome' notes to new staff are delivered in a timely fashion;
• Coordinates with Philanthropy staff to ensure the President's donor communications are delivered in a timely fashion;
• Composes correspondence on behalf of the President as needed;
• Proofreads the President's correspondence to ensure it is grammatically and factually correct;
• Performs occasional transcription as needed;
• Coordinates, gathers and prepares materials for a comprehensive briefing book for the President for all trips and meetings. Ensures all relevant documents are included from the necessary contributors;
• Provides general administrative support to the Vice Presidents of Marketing & Communications and Philanthropy;
• Schedules and organizes meetings as needed;
• Arranges travel and related reservations and appointments;
• Creates and files expense reports for the Vice Presidents of Marketing & Communications and Philanthropy;
• Performs donor follow-up on behalf of the Vice President of Philanthropy as needed;
• Appropriately routes and approves invoices related to the Communications & Marketing and Philanthropy departments;
• Responds to general inquiries received by the Vice President of Marketing & Communications, to include but not limited to: permission to reprint articles, requests to locate previously published articles, etc.;
• Performs donor database entry for the Vice President of Philanthropy using the Philanthropy database of record;
• Assists the Vice Presidents of Marketing & Communications and Philanthropy with compiling information for presentations and other communications as needed. Performs related research as needed;
• Schedules weekly Executive Team meeting, monthly All Staff Call, and monthly Leadership Team Meeting;
• Arranges for meeting locations and conference numbers, reserves necessary IT equipment and ensures technology is ready to go and functioning as needed in advance of each meeting;
• Leads/coordinates and completes ad hoc research projects for the Executive Team. This may include, but is not limited to, researching events in TWS history, obtaining information from internal and external sources, etc.;
• May provide general administrative support to the Vice President of Finance & Administration as needed; and
• Performs other related duties as assigned. 

Qualifications 

• Minimum of 5-7 years of experience providing administrative support to a top executive. Working knowledge of Capitol Hill and/or non-profits is a plus.
• Demonstrated success providing administrative support to multiple executives.
• Excellent writing and editorial skills. Ability to compose and edit a variety of correspondence. Excellent attention to detail and quality control on all documents produced.
• Strong initiative, motivation, and follow through required. Must be able to anticipate the needs of those this position supports and react accordingly in a timely manner.
• Excellent problem solving skills required. The successful candidate enjoys seeking out sources of problems, considering creative alternatives, engaging in resolving issues, and is willing to implement his/her own solutions within the bounds of authority.
• Excellent interpersonal skills required. Ability to communicate and work effectively with internal and external constituents at all levels of authority. Ability to tailor messages and communication style to the audience.
• Outstanding attention to detail is of utmost importance in all aspects and tasks of this position.
• Strong customer service mindset. This position requires rapid response and follow-through in a fast-paced, ever-changing environment while maintaining a positive, solution-orientated attitude.
• Integrity, diplomacy, and tact. The ability to manage information that is highly confidential in nature and sound judgment to know how and when to share this information appropriately.
• Excellent time management and organizational skills. Ability to manage multiple demands and deadlines from multiple sources. Ability to multi-task, prioritize, and handle a large volume of work.
• Proficiency in MS Office Suite including Word, Excel, PowerPoint, Outlook, and SharePoint.
• Experience with donor database systems, Team Approach preferred.
• Highly resourceful team player with an ability to also work independently.
• Absolute reliability and dependability.
• Ability and willingness to maintain a flexible schedule to accommodate the President's schedule and be reachable by him/her outside of regular business hours as needed. 

Compensation: The Wilderness Society offers a very competitive salary and benefits package, including: health, dental, vision, life and disability insurance; sick and vacation leave; and a pension plan. 

TWS is an equal opportunity employer and actively works to ensure fair and equal treatment of its employees and constituents regardless of culture, socioeconomic status, race, marital or family situation, gender, age, ethnicity, religious beliefs, physical ability, veteran status or sexual orientation.