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The Delaware Chapter of The Nature Conservancy seeks a skilled, organized and enthusiastic administrative support person for the position of Philanthropy & Operations Assistant. This position, located in Wilmington, Delaware, offers the opportunity to join the staff of one of the largest, most successful conservation organizations in the world. The Nature Conservancy’s global success can be measured by the protection of 117 million acres in over 30 countries. The Conservancy’sDelaware Chapter works to implement the Conservancy’s mission to conserve lands and waters for people and nature, in Delaware, the region, and around the world. Over the last two years, the Delaware Chapter has been building a new team and charting new directions in keeping with the evolution of the larger organization. The Philanthropy & Operations Assistant will fill a key support role in achieving the Chapter’s goal to protect the lands and waters of Delaware, the region, and the world for future generations. Visit
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The Philanthropy & Operations Assistant provides a full range of administrative and program support for the office. S/he will have the responsibility for managing a variety of activities associated with day-to-day office administration including but not limited to: answering phones, sorting and distributing mail, maintaining and managing equipment, handling purchasing requests, vendor payments, facility management and other general office duties. S/he will also play a key role in the success of our fundraising team by coordinating and executing donor mailings, correspondence and other written materials, assisting with special events and using fundraising management systems to produce reports and enter information about prospects and donors. The Philanthropy & Operations Assistant will have frequent interaction with staff throughout the program, and with vendors and staff in other Conservancy offices.
This position provides administrative support to the State Director and Director of Philanthropy. Job duties include operations support, which includes providing office-wide administrative support and functioning as the office’s Technology Information Systems coordinator.
- Coordinate quarterly board meetings, retreats, and trustee orientations. Attend trustee meetings and maintain meetings notes. Prepare board meeting materials and maintain updated trustee orientation manual. Respond to trustee inquiries, as needed.
- Assist with planning and execution of donor cultivation and other special events.
- Coordinate and execute mailings to donors. Draft, edit and update gift acknowledgement letters for donors ensuring the most effective level of personalization. Acknowledge these gifts in a timely fashion.
- Use fundraising management systems to create donor accounts, update donor information, produce reports, perform analysis, research and track “pipeline” donors, and provide general systems support around donor cultivation to Director of Philanthropy and other chapter staff.
- Manage all accounts payable for the Delaware Chapter, including paying recurring monthly invoices, ensuring payments are accurate and on-time, facilitating vendor relations, tracking invoices paid and accounts charged; serving as resource to all staff in answering payment questions.
- Track contracts, including payment status, start and end dates, notify contractors when new Conflict Disclosure Form must be completed submit contract payments in accordance with TNC standard operating procedures and audit guidelines.
- Track leases, including due dates. Send notices when leases are due. Work with staff to facilitate lease renewals, as needed.
- Maintain petty cash and prepare timely reconciliation reports in accordance with organizational procedures.
- Field and direct phone inquiries, order office and kitchen supplies, log and distribute mail, greet visitors, ensure all equipment is working and maintained, maintain reception area and printing room, including supplies and equipment.
- Provide high-level administrative support to State Director and Director of Philanthropy, including processing expense reports, scheduling staff meetings, holiday parties, retreats and other events, as needed.
- Act as Delaware Chapter key user by assisting Information Systems Manager in optimizing computer systems. Back up Delaware office computers as necessary. Maintain and manage Chapter intranet page.
- Act as liaison with building management, maintenance, and security. Maintain office emergency response plan.
- Assist Human Resources staff with administrative duties during periods of staff recruitment, including scheduling interviews, room reservations, and travel logistics for staff and candidates.
- Coordinate new employee office orientation and volunteer trainings.
- Update staff directories and organizational charts.
- Bachelor’s degree.
- Experience using MS Office, Email and navigating the Internet.
- Experience organizing time, managing diverse activities and meeting deadlines.
- Experience working with and communicating with a wide range of people.
- Experience performing detail oriented work.
AUTO SAFETY POLICY
- Bachelor’s degree required, and one year related experience preferred.
- Demonstrated experience in MS Office, Word, and Excel. Some database management required. Ability to use advanced computer functions including navigating the Internet.
- Strong organizational skills and attention to detail required.
- Excellent interpersonal skills.
- Ability to organize time and manage diverse activities and meet deadlines.
This position requires a valid driver's license and compliance with the Conservancy's Auto Safety Program. Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers." Please see further details in the Auto Safety Program document available at www.nature.org/careers.
Employment in this position will be contingent upon completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record.
WORKING CONDITIONS/PHYSICAL EFFORT
- Work requires only minor physical exertion and/or physical strain, set up and clean-up for meetings and events. Setting up chairs and tables, lifting; loading and unloading as needed. Work environment involves only infrequent exposure to disagreeable elements.
- Ability to work additional hours and weekends as needed.
The Nature Conservancy offers competitive compensation, a 401k plan, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.
- $18.50 per hour with 35 hours per week, $33,670 annually
HOW TO APPLY
To apply to position number 41678, submit resume and cover letter as one document. All applications must be submitted in the system prior to 11:59 p.m. Eastern Time on January
Failure to complete all of the required fields may result in your application being disqualified from consideration. The information entered in the education and work experience sections are auto screened by the system based on the basic qualifications of the position.
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The Nature Conservancy is an Equal Opportunity Employer. Women, minorities, veterans and persons with disabilities are encouraged to apply.
The successful applicant must meet the requirements of The Nature Conservancy’s background screening process