Career Opportunities

Administrative Assistant

  • POSITION TITLE: Administrative Assistant
  • SUPERVISOR: Division Operations Managers
  • LOCATION: Arlington, Virginia
About Us

NatureServe is a non-profit conservation organization headquartered in Arlington, VA with regional offices in Boston, Minneapolis, Durham, Boulder, and Ottawa Ontario. Our mission is to provide the scientific basis for effective conservation action. We specialize in the field of biodiversity data management and are a leading source of information on rare and endangered species and threatened ecosystems. Our approach is to integrate science, services, and technology to bring this information to the public and our clients for conservation planning and resource management to address today’s most pressing conservation issues. To achieve our mission, we work collaboratively with an extensive network of 80+ independent national and international member programs to collect, record, aggregate, analyze, and disseminate the biodiversity information needed to assess environmental impacts. NatureServe provides the methodology, data assessment, and technology frameworks needed to manage a large-scale biodiversity inventory. The data is used by our member programs, scientists, universities, government, corporations, and the public to make informed conservation decisions.

Summary of Position

The Administrative Assistant provides administrative support to the Vice Presidents and other staff in the Conservation Services, Conservation Science, and Conservation Information Systems divisions, and serves as an essential communications link between programmatic staff in the regional offices and NatureServe’s home office.

Essential Job Functions
  1. Administrative support duties include preparing and submitting financial forms (e.g., check requests and purchase orders); collecting and submitting divisional timesheets; organizing and maintaining divisional project and financial files; editing and distributing documents; drafting and responding to correspondence; and photocopying and faxing.
  2. Coordinates communications within each Division (including regional office and remote staff), as well as between the three NatureServe divisions, and with NatureServe member programs and other external partners.
  3. Provides logistical support for planning and implementing meetings, conference calls, workshops and retreats. Schedules and prepares background materials for meetings and special presentations. Takes and transcribes minutes at meetings as needed.
  4. Creates and maintains divisional administrative files (electronic and paper) including core contract and subcontracts, timesheets, and divisional accounting files, and files related to major projects, fundraising, and business development opportunities.
  5. Works closely with Operations Managers to provide project management, budget support, and assistance to regional office staff as needed. Assists project managers to ensure that all project-related paperwork and forms are completed in a timely manner.
  6. Manages calendars for Vice Presidents of Conservation Services, Conservation Science, and Conservation Information Systems; coordinates travel and prepares travel reports as needed.
  7. Contributes to the preparation of the annual divisional budgets, assists with project proposals and budgets, and assists with the annual performance review process.
  8. Assists other departments and performs other duties as required.
Required Experience & Qualifications
  1. Bachelor’s degree and two to three years of office-related experience, or equivalent combination of skills and experience.
  2. Excellent organizational and administrative skills. Detail-oriented, conscientious, takes initiative, and completes tasks independently. Facility with numbers required.
  3. Excellent verbal and written communication skills. Must be able to effectively edit and proofread documents.
  4. Proficient in MS Office. Excellent typing skills.
  5. Ability to make decisions and solve problems. Excellent multi-tasking skills and demonstrated ability to set priorities.
  6. Ability to work well with a wide variety of people and be a team player.
  7. Ability to handle sensitive/confidential information with tact and discretion.
Preferred Skills
  1. Familiarity with and commitment to NatureServe’s focus on biodiversity conservation.
  2. Experience with financial tracking and reporting.
  3. Experience with event/meeting planning.
  4. Spanish proficiency.
How To Apply
  • Attn: Job #AA872
  • NatureServe
  • 1101 Wilson Blvd., 15th Floor
  • Arlington, VA 22209
  • E-mail: jobs@natureserve.org (Please refer to Job# AA872 in subject line)

For more information about NatureServe, go to www.natureserve.org

NATURESERVE IS AN EQUAL OPPORTUNITY EMPLOYER