Executive Assistant

Executive Assistant

Founded in 1936, the National Wildlife Federation has grown into America's largest and most trusted grassroots conservation organization with 52 state and territorial affiliates and more than 7.5 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.

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 directly support both the Chief Development Officer (CDO) and the Senior Vice President for Development. Together, the CDO and the SVP (the executives) provide leadership and oversight across all fundraising, revenue generation and supporter engagement efforts Federation-wide. 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 across an array of priorities and core deliverables, while collaborating closely with a diverse and talented team of professionals and volunteer leaders across the country.

PRINCIPLE DUTIES

Administrative Support for the CDO and the SVP

• Orchestrates a variety of administrative tasks in support of the executives, performing routine administrative 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. Keeps track of the "To Do List" and administers a "Review Queue."
• Assists the executives in further building relationships with a select portfolio of principal donors and partners.
• Facilitates 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 leadership; composes agendas; develops, assembles and distributes meeting materials; and drafts meeting minutes.
• Helps orchestrate departmentwide meetings, as well as team building and professional development activities, and often leads on logistics and onsite event support.
• Collaborates with Development leadership to produce and maintain standardized reports that inform efforts to monitor and evaluate strategy implementation, revenue generation, and resource management.

VIP and Supporter Engagement

• Coordinates administrative and logistical functions for 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, correspondence), 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.
• Demonstrates a strong commitment to continuous learning, professional growth and skills enhancement, and endeavors to bring a "growth mindset" that welcomes innovation.
• 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 strong writing and time management 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

TRAVEL REQUIREMENTS

Occasional overnight domestic-US travel, approximately 10-15 nights per year on average.

LOCATION AND WORK MODE

Remote, with a preference for proximity to the Washington, DC region for occasional meetings or functions at NWF's Reston, VA or Washington, DC offices. 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:

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