Executive Assistant to the CPO
Oceana is an international organization that focuses solely on oceans, and is dedicated to achieving measurable change by conducting scientific, fact-based campaigns with fixed deadlines and articulated goals. Oceana is dedicated to its advocacy on behalf of oceans and channels its resources to achieve measurable outcomes that will help return our oceans to former levels of abundance. These campaigns are primarily national, and at times international, and are led by teams of dedicated and talented scientists, economists, lawyers and advocates focused on measuring and achieving tangible results for the oceans.
Oceana is seeking an Executive Assistant to the Chief Policy Officer for North America (CPO). The CPO is responsible for the development and execution of Oceana campaigns in the United States and Canada. The Executive Assistant manages a varied, fast paced, high volume workload and is able to work both independently and in teams to meet deadlines and accomplish tasks. The Executive Assistant works cooperatively with staff throughout Oceana.
Principal Duties and Responsibilities
- Serve as a first point of contact for CPO, NA with internal colleagues and external constituents, vendors, and others. Use a high degree of judgment to handle correspondence and phone inquiries, speeding response and minimizing CPO engagement, and draft correspondence for the CPO’s signature.
- Manage workflow into and out of the CPO’s office. Help structure CPO’s time to provide focus on the most important and urgent issues. Keep track of the CPO’s to-do list, screen emails and calls to help set priorities and make tentative commitments.
- Schedule and coordinate appointments, meetings (internal/external), and travel. Determine nature of appointments and, as appropriate, develop agendas, prepare or obtain necessary background materials. Anticipate CPO’s needs for events and travel and ensure necessary arrangements and details are attended to and itineraries prepared.
- Facilitate preparation of agenda for departmental meetings. Manage distribution of meeting materials. Draft agenda, minutes, and ensure follow-up. Set up the space and technology to ensure smooth meetings.
- Anticipates CPO’s needs for meetings, events, and travel by maintaining organized systems for tracking upcoming deadlines and activities. Prepares regular “look-aheads” for review with the CPO of upcoming travel and meeting schedule to ensure necessary briefings, presentation materials, and other preparations are in place.
- Support the CPO’s role with the Board of Directors and the Executive Committee. Coordinate special projects commissioned by the board and the EC, maintain official records and files. Ensure follow up including scheduling and attending meetings with appropriate staff members, completing tasks, engaging outside stakeholders, and providing CPO with updates.
- Prepares and submits monthly expense reports for the CPO and for any expenses incurred as Executive Assistant. Review expense reimbursements for CPO’s direct reports. Completes timesheets for CPO’s office. Works with vendors to ensure timely satisfaction of invoices.
- Assists with logistics, contracting, accounting, editing, reporting to funders, and other activities to fulfill organizational objectives.
- Assist with development of presentations.
- Perform additional duties as needed and/or assigned.
Education/Experience or Other Requirements
- College degree and 5 years’ experience as an executive assistant required.
- Must have excellent computer skills, including proficiency using Microsoft Office (Outlook, Word, Excel, PowerPoint, and Visio).
- Must have the ability to handle many tasks simultaneously, with speed, accuracy, and courtesy, show initiative, and exhibit exceptional level of insightful planning. Can pivot/adapt to rapidly changing priorities and track completion of non-urgent items.
- Appreciates and uses direct, clear communication, has high emotional intelligence, will ask clarifying questions when needed and is persistent at follow-up.
- Must possess good organizational, written and verbal communication skills. For example, can synthesize complex ideas, break-down the action needed into detailed action steps, and is good at making and following plans.
- Must be comfortable with varied workload, including working outside of normal work-week hours on occasion.
- Must maintain strict confidentiality in working with sensitive data, and possess excellent judgment in handling communications, expenses, budgets and other issues.
- Must be a team player, who can build and maintain trust and confidence of staff including Executive Committee members.
- Ability to take initiative in suggesting ways to augment work and responsibilities of position to accomplish Oceana’s goals.
- Must be able to represent Oceana in a professional and responsive manner at all times.
To Apply: Please attach a copy of your cover letter to your resume.