Operations Specialist

What We Can Achieve Together:
The Operations Specialist will support the Policy Team in the Policy and Public Funding Business Unit. Specifically, the Specialist will support the teams by providing executive assistance support to the leadership of the Policy team, and executing tasks related to one or more functional activities, such as project coordination, operations support, meetings management special events and expense report preparation and reviews.

This position reports to the Senior Director of Policy and is a full-time position. This position may be located anywhere TNC is authorized to conduct business, with a preference for Latin America (Argentina, Belize, Brazil, Chile, Colombia, Ecuador, Guatemala, Mexico, Peru).

The Operations Specialist will support the delivery of the strategic priorities of the Policy Team through the delivery of executive assistance to the leadership of the team, including calendar management and expense reporting. They may also be responsible for planning and execution of logistics for special events and/or meetings, and data and information management. In addition, the Specialist may perform Information Systems and administrative tasks, including processing forms, preparing reports and forecasts, supporting contracts management and monitoring budgets.

They will respond to inquiries about program activities, create program materials, and draft correspondence. They will be well versed in the systems and resources utilized by the team in order to execute assigned tasks. They will maintain, track and research data, produce and review reports, and perform program analysis. The Specialist will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures.

They will provide support for targeted training related to the functional area of the team. They will implement processes and practices in order to improve effectiveness. The Specialist may communicate with staff in various programs across the Conservancy, as well as with donors, volunteers, vendors, and business relations. They will communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow.

Contribute to the effective and efficient management of the team by assisting the policy leadership team and leading coordination on administrative and operational matters across the team as and when required;
Provide project coordination support across policy teams, including tracking action items, facilitating follow-up, engaging stakeholders, and managing data and information;
Support meeting management activities, including scheduling, note-taking, action item tracking, and follow-up;
Coordinate special events, including by managing schedules, drafting communications, curating participant lists, overseeing logistics, and ensuring technology readiness;
Expense report preparation and review;
Work within scope of program’s strategic goals;
Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor;
Coordinate projects with several variables, working within a defined timeline and budget;
Demonstrate sensitivity in handling confidential information;
Perform non-routine analysis, research and follow-through;
Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
Provide input through project teams for the improvement of existing programs;
Travel and work flexible hours as needed;
Work…