Executive Assistant, Environment (Hybrid)
The Environment Portfolio at The Pew Charitable Trusts
For more than 25 years, Pew has been a major force in engaging the public and policy makers about the causes, consequences, and solutions to some of the world’s most pressing environmental challenges. Our environment work spans all seven continents with more than 250 professionals working at the local, national, and international levels to reduce the scope and severity of global environmental problems, such as the erosion of large natural ecosystems that contain a great part of the world’s remaining biodiversity, and the destruction of the marine environment.
Pew has worked in the United States and Canada since 1990 to protect vast stretches of nature and in the 2000s expanded our land conservation efforts to Australia’s Outback and Chilean Patagonia. Safeguarding these places offers an opportunity to conserve wildlife habitat, shorelines, and landscapes for current and future generations. Our work relies on the sciences of conservation, biology, and economics to advocate for practical and durable solutions to the loss of biodiversity.
In the sea, reforms to how our oceans are managed are essential to address overfishing, pollution, and loss of habitat. Pew began its oceans program in the United States, focusing on ending overfishing and protecting fragile marine habitat. Starting in 2005, Pew’s Ocean conservation program expanded around the world and played a significant role in reforming marine fisheries management in the European Union and on the high seas and creating marine reserves around the world. Our work is grounded in the best available science and pursues domestic and international conservation measures that are long-term and provide permanent, durable protections for marine ecosystems.
Position Overview
The executive assistant is the lead administrator for the environment portfolio’s senior vice president (SVP) and project director for cross-cutting management support. Working as part of the 3-person team with the SVP and project director, the executive assistant is responsible for scheduling, calendar management, travel planning, expenses, and first point of contact for internal and external inquiries.
The position is based in Pew’s Washington, DC, office, reports to the manager, administrative support, and is eligible for 60% telework.
Responsibilities
General program and administrative functions
- Develop and maintain a basic knowledge of the environment portfolio’s work and main contacts in order to understand and support the SVP’s and project director’s work.
- Screen and handle internal and external inquiries; edit and proofread documents; create correspondence for review; manage incoming and outgoing approvals; coordinate internal and outgoing correspondence; manage electronic filing and archiving.
- Collaborate with the program administrative support leadership team to support growth, strong partnerships, and development of efficient processes within program’s administrative cohort and communicate and implement environment leadership priorities.
- Work closely with the environment leadership team to assist with administrative and departmental tasks and projects as necessary; coordinate with staff from other departments as needed.
- Maintain up-to-date contact lists and log relevant information in Salesforce.
Meetings and convenings
- Schedule and coordinate virtual and in-person meetings, appointments, and conferences with internal and external attendees.
- Work closely with the SVP, the project director, and other members of the cross-cutting environment team to provide logistical and operations support for internal, portfolio-wide events and convenings.
- Coordinate meeting requests across multiple international time zones and locations, including facilitating connections with those in remote locations.
- Work with the SVP, project director and environment staff to prepare briefings and facilitate meetings for major international events trips.
- Support the SVP and project director by preparing materials for recurring management meetings, board meetings and external meetings, ensuring the SVP, project director and others receive information in a timely fashion.
Task tracking and calendar management
- Work in close coordination with fellow team members to track tasks and deadlines; compile daily task list and schedule; support prioritization and flow of work.
- Prepare SVP’s daily, overnight and weekend file with relevant materials.
- Conduct proactive calendar management and support the smooth functioning of the SVP’s schedule by ensuring that meetings begin and end punctually, and that calendars are arranged in order to maintain a balance between necessary meetings and time for the SVP to complete work.
Travel arrangements
- Manage domestic and international travel arrangements for the SVP and project director, including preparation of detailed itineraries and supporting materials. Maintain the SVP’s and project director’s travel planner.
- Complete expense reports for domestic and international travel.
Requirements
- Ten years administrative experience, preferably assisting an executive at high levels of an organization.
- Strong oral and written communication skills.
- Proficient in managing multiple requests, setting priorities and meeting deadlines.
- Sound judgment and discretion in handling confidential information.
- Flexibility to work as part of a team or independently to meet goals in a fast-paced, deadline-driven environment.
- Keen attention to detail. Monitors and double checks work and information for accuracy and quality.
- Skilled at coordinating virtual and in-person meetings and travel arrangements.
- Demonstrated proficiency in Office applications and electronic calendars (Windows, Microsoft Teams, Word, Excel, PowerPoint, and Outlook).
Travel
- Occasional domestic travel may be required.
Total Rewards
We offer a competitive salary and benefit program, including: comprehensive, affordable health care through medical, dental, and vision coverage; financial security with life and disability insurance; opportunities to save using health savings and flexible spending accounts; retirement benefits to help prepare for the future; and work/life benefits to maintain a good balance.
The Pew Charitable Trusts is an equal opportunity employer, committed to a diverse and inclusive workplace. Pew considers qualified applicants for employment without regard to age, sex, ethnicity, religion, disability, marital status, sexual orientation or gender identity, military/veteran status, or any other basis prohibited by applicable law.
