Executive Assistant and Finance Coordinator

Executive Assistant and Finance Coordinator

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in Arlington, VA

This hybrid position supports the financial management, reporting, budgeting, and compliance functions of the Nature Finance Group (NFG), while also performing a wide variety of administrative tasks in support of a top executive. The role reports to the Senior Director of Finance and Operations for NFG and works closely with NFG's leadership team.

NFG is a grantmaking and impact investment division at CI dedicated to the development and financing of pioneering solutions for lasting change in environmental conservation. NFG has a total annual budget comprised of $3-4 million in operating costs, $1-3 million in grants to implementing partners, $9 million in direct investments and loans to businesses, and as much as $20 million in sustainable financing mechanisms such as endowments and sinking funds.

This position will require professionalism and good judgment as well as a broad and comprehensive knowledge of CI's policies, standard operating procedures, and values. Must have the ability to make independent judgments related to administrative matters, have the ability to communicate effectively with all levels of management as well as external partners, and maintain confidentiality when working with sensitive information. The position requires administrative and organizational skills, the ability to multitask, relationship-building skills, and the ability to handle confidential and sensitive information with the highest degree of professionalism.

Responsibilities

• Maintain the executive calendars: schedules and confirm appointments, arrange meeting rooms or facilities, make and confirm travel plans.
• Prepares agendas or presentations, attends meetings with the executive, and takes, transcribes, and distributes notes or minutes.
• Screen and prioritize incoming communications (emails, calls, mail), ensuring timely and appropriate follow-up.
• Submits and approves expense reports and timesheets on behalf of the executive.
• Handle sensitive information with discretion.
• Maintain administrative files. Provide additional administrative or operational support as directed.
• Work to maintain smooth and accurate operational functions within the Nature Finance Group.
• Assist staff in understanding CI policies and procedures as they pertain to operational functions.
• Support budget management, including the annual budget process, monthly budget updates, and liaise with internal project managers on budget needs.
• Handle routine financial transactions, including but not limited to reviewing and preparing requests for vendor payments, contract and donor invoices, non-CI staff reimbursements, reclasses and monitoring occupancy and phone expenses.
• Create and maintain project records in CI's financial systems in an accurate and comprehensive manner for donor and audit compliance.
• Approve expense reports in CI's system to ensure that information is correct and in compliance with CI and donor policies.
• Review and approve employee time reporting for proper coding and charging, provide monthly updates to employees on time allocation balances, and track timesheet submission and run timesheet compliance reports to ensure the time recording policy is followed by Center staff.
• Perform related duties as assigned by the supervisor.

Additional Responsibilities

• Provide scheduling and logistics support for staff travel and meetings.
• Track and monitor IT hardware and equipment as needed, in collaboration with the IT department.
• Duties are performed under general supervision.

People and Resource Management Responsibilities

• This position does not manage staff, budgets, or any public or private funds.
• This position is not accountable for preparing operating budgets but helps track and monitor expenditures.
• This position initiates revenue and reimbursement claims and similar transactions as directly approved by the supervisor

WORKING CONDITIONS

• Typical office environment.
• No travel is expected.
• This position follows a hybrid work structure, working some days from the office and some days remotely. Guidance will be shared during the interview process.

QUALIFICATIONS

Required

• High school diploma or equivalent; some college or technical education preferred.
• 2 to 4 years of related work experience.
• Proficiency in MS Office, especially Microsoft Excel.
• Ability to review and analyze detailed information accurately and efficiently.
• Strong organizational and communication skills. Ability to prioritize and manage a high volume of varied tasks and meet internal and external deadlines.
• Demonstrated ability to quickly learn, understand, follow, and improve internal processes.
• Ability to work effectively, courteously, and tactfully with people representing a variety of disciplines, cultures, and backgrounds.

Preferred

• Experience working within the Business World family of ERP systems is preferred but not required.
• Experience creating and reviewing financial and accounting documents, including invoices, travel agreements, and reimbursement documents.

To apply for this position, please submit a resume and cover letter.

Conservation International