Operations Assistant

YOUR POSITION WITH TNC This is a unique opportunity at the heart of the largest conservation organization in the world, working within the Office of the CEO (OCEO) as a member of a tightly-knit, fast-paced team. The Operations Program Specialist, OCEO will be responsible for a range of responsibilities, providing administrative and operations support, meeting and calendar management, coordination for in-house special events and management of general administrative tasks. ESSENTIAL FUNCTIONS The Operations Program Assistant plays a critical role in enabling the effectiveness of the Office of the CEO by delivering proactive, detail-oriented administrative and operational support. This role serves as the primary administrative partner to the Chief of Staff, coordinating logistics, helping the OCEO team deliver on priorities, and ensuring strong follow-through across OCEO commitments. In parallel, the Assistant provides backup and in-person support, particularly during key engagements, travel, and on-the-ground in-person events. The Assistant ensures the smooth day-to-day functioning of the OCEO through strong ownership of scheduling logistics, communications coordination, meeting and event execution, and office operations. They manage calendars and logistics with precision, support the dissemination of internal and external communications, and support high-profile engagements with senior leadership, board members, donors, and partners. This role requires a high degree of professionalism, discretion, and judgment. The Assistant maintains organized systems for tracking correspondence, materials, and requests; supports mailings and special projects; and ensures that meetings are well-prepared and seamlessly executed. They are also expected to step in confidently to support the CEO directly when needed, particularly in in-person settings. Success in this role is defined by reliability, responsiveness, attention to detail, and the ability to anticipate needs, adapt quickly, and close loops on commitments in a dynamic environment. This position is based out of TNC's Arlington, VA office, with an expectation of in-person work 4-5 days per week. From time to time, additional hours, including evenings or weekends, may be required; such needs will be communicated in advance whenever feasible. RESPONSIBILITIES & SCOPE Calendar Management: Provide scheduling support for the Chief of Staff and other team members from time to time. Book travel as requested and support events as needed. Manage preparation and timely submission of expense reports, particularly for the CEO, Chief of Staff and Board/Trustee-related events. Lead in-person meeting setup at the Arlington Office, including greeting guests, configuring conference rooms, printing briefings, and arranging catering. Process and route incoming and outgoing physical mail. Draft routine replies on behalf of the CEO's office. Manage CEO Signature requests, including operating the auto-pen machine for contracts and letters. Provide light IT support for OCEO and other local Executive Leadership Team members. Log correspondence into Blackbaud CRM (BBCRM) for non-donor relationships such as partners and government contacts. Provide logistical support for OCEO-led events and projects; Support the operations manager in helping OCEO team members navigate and apply TNC systems, tools, and procedures, including Workday, contracting, procurement, document management, expense reporting, and other administrative processes, promoting consistency, compliance, and operational excellence. Serve as the OCEO liaison with Arlington office management to ensure operational needs are met. Take meeting notes on occasion as requested. Other responsibilities as needed. This position requires the ability to: Thrive in a fast-paced and dynamic environment. Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor. Coordinate projects with several variables, working within a defined timeline and budget. Demonstrate sensitivity in handling confidential information. Perform non-routine analysis, research and follow-through. Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements. Financial responsibility includes purchasing, processing invoices, contracting with vendors, and assisting with budget preparation Travel and work flexible hours as needed. Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain. Work is diversified and may not always fall under established practices and guidelines. MINIMUM QUALIFICATIONS Bachelor's degree and 2 years related experience or equivalent combination Experience coordinating administrative processes Experience generating reports and interpreting data Experience in business writing, editing and proofreading Experience organizing time and ma #J-18808-Ljbffr nature