Administrative Assistant - Oceana

Administrative Assistant

Do you want to make a difference protecting and restoring the abundance of the oceans? Oceana in Belize is currently seeking to fill its Administrative Assistant vacant position. Come join a dedicated team of professionals who are working to protect marine wildlife while also enhancing the capacity of the oceans to feed a growing world population. Ocean conservation is not only a plan to save ecosystems but also to save the livelihoods of fishers, their families, and their communities.

Founded in 2001, Oceana is the world’s largest ocean advocacy organization focused solely on restoring the resilience, diversity, and abundance of marine ecosystems to ensure that our oceans are a significant source of wild-caught fish that can help feed the world.

We achieve measurable change by conducting specific, science-based campaigns with fixed deadlines and articulated goals. Our campaigns extend to countries that, combined, govern nearly one-third of the world’s wild-caught fish, including Belize, Brazil, Chile, Mexico, Peru, the Philippines, the United States, Canada and the 27 countries in the European Union.

Who is right for the job?

The Administrative Assistant plays a critical cross-functional support role to both the Administration and Outreach Departments. In this role, the Administrative Assistant provides her/his skills, talents, abilities and knowledge to assist in ensuring that these departments are highly successful in accomplishing the established goals and objectives. The Administrative Assistant is highly driven and brings positive aptitude, attitude, and energy to team.

Your contribution to the team includes:

  • Assist with general event planning; lead in the planning and coordination of key events such as the Annual General Meeting for Oceana’s Wavemakers, Ocean Hero Awards and Reef Week.
  • Support the Outreach program by providing in-person support to the Field Representatives and ensuring that Field Representatives’ activities are in keeping with their identified goals.
  • Conduct outreach activities such as school presentations, and information booths in Cayo District once monthly and upon invitation.
  • Assist in compilation of Outreach Activities for the quarterly Newsletter.
  • Manage inventory system and provide monthly reports to the Office Administrator.
  • Manage the Wavemaker database and provide monthly reports (as approved by the Outreach Program Director/VP) inclusive of events, progress of events and upcoming activities.
  • Coordinate all logistics related to the Field Representative Program or as may be requested by the Communications Director
  • Assist the Administrative/Executive Assistant with preparation of check request weekly, ensuring invoices are collected from vendors and submitted for payments to be processed. In the absence of the Administrative/Executive Assistant, prepare check requests to ensure weekly vendor payments.
  • Assist the Administrative/Executive Assistant with preparation of monthly budget reports by tracking vendor payments and other expenses.
  • Provide support in monitoring contract payments to ensure timely payments.
  • Assist in the maintenance of the office building, including facilitating equipment servicing, and inventory/supplies tracking and order requests.
  • Oversee office security camera feed and forward any concerns or issues to the Administrative/Executive Assistant.
  • Provide technical support to staff for inputting timesheets and expense reports in Nexonia software.

What you’ll need to be successful: The successful candidate should have a minimum of an Associate Degree in Business Administration or related field and at least two years working experience in a similar position. The successful candidate should also be able to work individually and with team; be able to work outside of normal working hours and travel to various parts of the country on work assignments, occasionally. The candidate should also be action oriented, trustworthy, able to manage complexity and communicate effectively.

“Oceana values a diverse workforce and welcomes people different from each other in many ways, including characteristics such as race, gender, sexual orientation, religion, ethnicity, and national origin. Oceana considers all qualified candidates and seeks to recruit from a diverse candidate pool.”