Executive Assistant

Herndon, VA, United States

Founded in 1936, the National Wildlife Federation has grown into America's largest and most trusted grassroots conservation organization with 53 state/territorial affiliates and seven million members and supporters, including hunters, anglers, gardeners, birders, hikers, campers, paddlers, and nature lovers of all ages and stripes. The mission of the National Wildlife Federation is to unite all Americans to ensure wildlife thrive in our rapidly changing world. We advance this mission through programming focused on conserving wildlife, restoring habitat and waterways, expanding outdoor opportunities, connecting children with nature, and addressing the causes and consequences of climate change.

The National Wildlife Federation believes that in order to save wildlife and ourselves, we need to ensure that everyone living in America has access to clean air and water, safe communities, easy and equitable access to nature, and protection from the ravages of climate change. These basic needs, equally necessary and urgent for all people, are foundational to bringing the conservation movement and ethos into the 21st century.

To advance our mission, we are seeking an Executive Assistant who accomplishes a broad range of administrative functions. In this role, you will serve as a member of the Development Division’s leadership team and provide high-level support to both the Chief Development Officer (CDO) and the Senior Vice President for Philanthropy. Together, the CDO and the SVP (the executives) provide leadership and oversight across all fundraising, revenue generation and supporter engagement efforts. As a team player in a results-focused and fast-paced environment, you will exercise initiative in managing the executives’ time and the day to day functions of the Development Division effectively and efficiently, while collaborating closely with a diverse and talented team of professionals and volunteer leaders across the country.

PRINCIPLE DUTIES

The Executive Assistant’s role is comprised of these major areas of responsibility and focus:

Administrative Support for the CDO and the SVP

Orchestrates a variety of administrative tasks in support of the executives, performing routine clerical functions and undertaking complex special projects as directed, requiring thorough knowledge of the Federation’s ambitious conservation agenda as well as its policies, procedures and operations.

Facilitates the equitable and efficient utilization of the executives’ time and energy through the development and coordination of active calendars of appointments, meetings, and engagements, with responsibility for planning and coordinating travel and logistics and assisting in the development of materials and other collaterals that support the same.

Prioritizes key actions to be taken by the executives, ensuring the expeditious handling of various matters requiring their attention, often under tight deadlines and against the backdrop of competing priorities.

Serves as a liaison between the executives and other staff and volunteer leaders, promoting communication and information sharing while safeguarding confidentiality and exercising discretion in maintaining an effective orientation around top priorities and key deliverables. Monitors incoming mail, email, and phone calls, routing inquires to the appropriate persons or departments for further action.

Assists the executives in further building relationships with a select portfolio of principal donors and partners, effectively engaging these supporters and stewarding their philanthropic investments in the Federation’s important work.

Assists with oversight and coordination by facilitating the review and approval of correspondence, reports and collaterals developed by others. The CDO reviews all revenue-generating, fundraising and supporter engagement collaterals, including proposals and reports, and all documents for signature by the CEO and President.

Assists the executives in drafting correspondence, documents and reports; maintains records; processes travel and expense vouchers; processes registrations; and updates various management and reporting tools reflecting actions taken.

Performs other duties as assigned.

Operations and Administrative Support for the Development Division

Appropriately cross trains and builds an understanding of the Development Division’s operations in order to serve as a resource and assist with various deliverables.

Facilitates regular meetings of the Development Division’s leadership teams; composes agendas; develops, assembles and distributes meeting materials; and drafts meeting minutes and summaries of outcomes and other actions.

Helps orchestrate departmentwide meetings, as well as team building and professional development activities for the Philanthropy Division.

Collaborates with the Development Administration team to develop and maintain standardized reports that inform efforts to monitor and evaluate strategy implementation, revenue generation, and resource deployment.

VIP and Supporter Engagement

Coordinates administrative and logistical functions for various NWF Board and ad-hoc committees that are staffed by the executives; plans meetings; develops, assembles and distributes meeting materials; and drafts meeting minutes and summaries of outcomes and other actions.

Develops an understanding of the gift processing function (approvals, finance protocols, acknowledgements), lending a shoulder to the teams as needed, particularly during high volume periods such as year-end fundraising.

Fields inquiries from Board Members and other VIPs in a professional and timely manner, informing the executives and appropriate staff of the inquiries and actions taken.

As needed, supports Federation staff and volunteer leaders in the development and implementation of strategies to cultivate, engage, solicit and steward a range of donors and prospective funders.

Often attends major events and Board Meetings, offering administrative and logistics support as needed, particularly for those events for which Philanthropy is responsible.

REQUIRED COMPETENCIES AND DESIRED SKILLS AND QUALIFICATIONS

Exhibits a high level of self-awareness, empathy, and approachability, coupled with well-honed interpersonal skills.

Fosters an awareness of multiple group identities and their attendant dynamics, while seeking to deepen an understanding of the impacts of racism, anti-LGBTQ equality, sexism, and structural oppressions and their intersectionality.

Demonstrates a strong commitment to continuous learning, professional growth and skills enhancement, and endeavors to bring a “growth mindset” that welcomes new ideas.

Works to build trust with authenticity and character. Protects confidentiality and safeguards sensitive personal information. Uses discretion when sharing information.

5+ years of work experience as an executive assistant or administrative professional preferred. A college degree or advanced degree is a plus. Previous experience in a nonprofit setting is highly desirable.

Energetic and self-starting, with the demonstrated ability to work independently and, when necessary, as an integral member of a team.

Professionalism, with superior interpersonal abilities, communications and political savvy, and excellent time management and organization skills.

Proficiency in Microsoft Office Suite and familiarity with CRM and other fundraising software, various databases and management reporting tools.

NWF VALUES

Your actions are expected to reflect the staff values of the National Wildlife Federation: collaboration, mindfulness, empowerment, inclusivity, and mission focus. Your competencies should include:

Being motivated by values of equity and responsibility to those most marginalized;

Consistently bringing a high level of empathy and social skills to work and interpersonal interactions;

Being committed to deepening an environmental justice approach in policy priorities, program development and partner engagement;

Actively seeks feedback, direction, and guidance from all team members and keeps staff informed of decisions that impact them;

Being dedicated to advancing NWF’s internal equity transformation and compelling partners and allies to incorporate equity into their work; and

Passion for and commitment to NWF's mission

Applicants are invited to learn more about National Wildlife Federation’s required equity competencies at https://www.nwf.org/About-Us/Careers.

TRAVEL REQUIREMENTS

Occasional overnight travel, approximately 10-12 nights per year on average.

LOCATIONAND WORK MODE

This position is based out of our headquarters in Reston, VA. The National Wildlife Federation is committed to a flexible and empowered work environment with an authentic community of care for all staff. In this position, the employee may work in the office, in a hybrid manner, or fully remote, to be decided jointly with their supervisor in the final stages of the interview process. For more information on Work Modes, please review the benefits section of our careers page: https://www.nwf.org/About-Us/Careers

PHYSICAL REQUIREMENTS OF THE JOB

Remaining in a normal seated or standing position for extended periods; reaching and grasping by extending hand(s) or arm(s); dexterity to manipulate objects with fingers, for example, using a keyboard; communication skills using the spoken word; ability to see and hear within normal parameters; ability to move about the workspace. The position requires mobility, including moving materials weighing up to several pounds (such as a laptop computer or tablet).

Persons with disabilities may be able to perform the essential duties of this position with reasonable accommodation. Requests for reasonable accommodation will be evaluated on an individual basis.

Please Note:

This job description sets forth the job’s principal duties, responsibilities, and requirements; it should not be construed as an exhaustive statement, however. Unless they begin with the word “may,” the Essential Duties and Responsibilities described above are “essential functions” of the job, as defined by the Americans with Disabilities Act.

COMPENSATION AND BENEFITS

The salary range for this position is $65,000 - $73,000, commensurate with experience.

We are proud of our designation by Mogul as a Top 100 Workplace with the Best Benefits, and by Forbes as one of America’s best small employers! We value work-life balance and a family-friendly atmosphere with flexible scheduling. We want you to be able to integrate work and personal life with attention to your self-care, so that your work schedule is not depleting. We offer benefits so you feel restored and fueled through the day and week.

We offer these supports to help manage your mental, emotional, and physical health:

Paid time off: Vacation that starts off at three weeks accrual based on a full-time schedule, unlimited wellbeing (this time can be used for physical, spiritual, emotional, cultural, religious or financial wellbeing for yourself, a partner, or family member – including pets), and 11 holidays

We close down for a paid winter break between December 25 to January 1 to recognize end of-year stress, and time for reflection, rejuvenation, and spending time with family.

Up to 16 weeks of fully paid Family and Medical Leave

Low-cost health, dental, and vision insurance options – all outpatient mental health is covered at in-network rates

Therapist available at no cost

Pet insurance and discount perk program

Annual wellbeing allowance

In addition to your salary, we offer the following supports to your personal finances:

Retirement plan with immediate match and vesting

Annual year end retirement contribution

Tuition Reimbursement

Adoption and Surrogacy assistance

Pet adoption stipend

Student Loan management

Applicants are invited to learn more about National Wildlife Federation’s benefits package at https://www.nwf.org/About-Us/Careers.

APPLICATION

Applications will be reviewed on a rolling basis. Candidates should submit a cover letter and resume.

For more information on our recruiting process, please review our Careers page: https://www.nwf.org/About-Us/Careers

We strive to increase diversity, equity, inclusion and justice (DEIJ) in all elements of our work and with our partners to support the interdependent needs of wildlife and people in a rapidly changing world. We recruit, employ, train compensate, and promote regardless of race, religion, creed, national origin, ancestry, sex (including pregnancy), sexual orientation, gender identity (including gender nonconformity and status as a transgender individual), age, physical or mental disability, citizenship, genetic information, past, current, or prospective service in the uniformed services, or any other characteristic protected under applicable federal, state, or local law. We are proud to be an equal opportunity employer. Applicants are invited to learn more about National Wildlife Federation’s commitment to diversity, equity, and inclusion at nwf.org/equity.

We recognize that people come with a wealth of experience and talent beyond just the technical requirements of a job, therefore our job descriptions are guidelines, not hard and fast rules. Your experience, which may include paid and unpaid experience, including volunteer work, helps build the competencies and knowledge that translates to our openings. Diversity of experience and skills combined with passion is a key to innovation and a culture of excellence. Therefore, we encourage people from all backgrounds to apply to our positions.

Please let us know if you require accommodations during the application or interview process by reaching us at [email protected] or 703-438-6244.

If selected for this position, a background check will be conducted.

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