Community Programs Administrative Assistant
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FLSA STATUS: Regular, Non-Exempt, Full Time
REPORTS TO: Director of Community Programs
CORE FUNCTIONS:
The Administrative Assistant will provide general administrative support to the Community Programs department. This includes data entry, phone and written correspondence, scheduling, report preparation, planning and coordinating special events, travel arrangements and meeting logistics, facility and office management, procurement, filing, and light reception duties. He or she will be the first point of contact for the Conservancy with the public in providing general information about the Irvine Ranch Natural Landmarks, the organization and its partners, and public program and volunteer opportunities. He or she will also work closely with the Program Coordinator to maintain, analyze, and report on data related to volunteers and the public attending Conservancy-managed activities.
KNOWLEDGE/SKILLS:
COMPLEXITY/PROBLEM SOLVING:
RESPONSIBILITY/OVERSIGHT–FINANCIAL & SUPERVISORY:
COMMUNICATIONS/INTERPERSONAL CONTACTS:
WORKING CONDITIONS/PHYSICAL EFFORT:
How to Apply: Visit irconservancy.applicantpro.com to submit your resume and cover letter.
The Irvine Ranch Conservancy is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
FLSA STATUS: Regular, Non-Exempt, Full Time
REPORTS TO: Director of Community Programs
CORE FUNCTIONS:
The Administrative Assistant will provide general administrative support to the Community Programs department. This includes data entry, phone and written correspondence, scheduling, report preparation, planning and coordinating special events, travel arrangements and meeting logistics, facility and office management, procurement, filing, and light reception duties. He or she will be the first point of contact for the Conservancy with the public in providing general information about the Irvine Ranch Natural Landmarks, the organization and its partners, and public program and volunteer opportunities. He or she will also work closely with the Program Coordinator to maintain, analyze, and report on data related to volunteers and the public attending Conservancy-managed activities.
KNOWLEDGE/SKILLS:
- Bachelor’s degree preferred, or Associates degree with 3 to 5 years of related experience, or equivalent combination.
- Excellent communication and interpersonal skills, including superior phone and written skills.
- Strong organizational skills, proven administrative skills, and strong attention to detail.
- Strong knowledge of MS Office Suite and Google platform required, including spreadsheets and mail merge.
- Experience with customer relationship manager (CRM) software is a plus.
- Ability to organize time and manage diverse activities, meet deadlines, and work effectively with frequently changing and/or unpredictable schedules and events.
- Knowledge of natural plant and animal communities of Southern California a plus.
- Valid driver's license required.
COMPLEXITY/PROBLEM SOLVING:
- Ability to prioritize, resolve problems, and complete tasks within assigned timeframes, possibly in the absence of direct supervision.
- Demonstrate common sense, logic, flexibility, and teamwork with ability to exercise independent judgment.
- Resolve day-to-day problems within specific guidelines and parameters of position.
- Consult with senior staff or other team members to resolve unusual or complex problems.
- Comfortable with and able to resolve shifting priorities, deadlines, and routine ambiguity in tasks.
- Track progress on tasks and perform follow-up as needed. Identify routine problems and utilize existing resources for resolution.
RESPONSIBILITY/OVERSIGHT–FINANCIAL & SUPERVISORY:
- Supervises no staff but may help plan the work of volunteers or interns.
- May purchase equipment and supplies as provided for in budget and in consultation with supervisor.
- Duties may be confidential and require discretion, judgment, tact, and poise.
COMMUNICATIONS/INTERPERSONAL CONTACTS:
- Clearly and accurately formulates and communicates ideas, objectives, and information necessary to assist fluid and successful workflow.
- Communicates with diverse groups including senior staff, landowners, partner organizations, vendors, the community, volunteers, and other staff.
- Consistently demonstrates professional, positive, and approachable attitude/demeanor and discretion.
- Demonstrates sensitivity in handling confidential information.
- Must be highly motivated and responsible.
- Familiarity with standard business communications; ability to draft correspondence and other written materials.
WORKING CONDITIONS/PHYSICAL EFFORT:
- Work performed in a general office setting with occasional trips into the field.
- Ability to work in a fast-paced, occasionally stressful environment and manage both routine and unpredictable deadlines.
- Flexibility and availability to occasionally undertake evening and weekend work.
- Work requires only minor physical exertion and/or strain. Work environment involves only infrequent exposure to disagreeable elements.
How to Apply: Visit irconservancy.applicantpro.com to submit your resume and cover letter.
The Irvine Ranch Conservancy is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.
