Special Assistant, Shared Services

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Special Assistant, Shared Services

All Staff Full-time Regular Washington, DC, US

4 days ago Requisition

Salary Range: $85,000.00 To $95,000.00 Annually

POSITION TITLE:

Special Assistant, Shared Services

DEPARTMENT/PROGRAM:

Shared Services

REPORTS TO:

Chief Financial and Administrative Officer

STATUS:

Regular, Full Time, Exempt

LOCATION:

Hybrid – Washington, D.C.

ABOUT OCEAN CONSERVANCY

For more than 50 years, Ocean Conservancy has delivered effective, evidence-based solutions for the ocean and all who depend on it. Today, we continue to unite science, people and policy to protect our ocean from the greatest challenges it faces: climate change, plastic pollution and biodiversity loss. We are a 501(C)3 headquartered in Washington, D.C. that inspires a worldwide network of partners, advocates and supporters through our comprehensive and clear-eyed approach to ocean conservation.

Together, we are securing a healthy ocean and a thriving planet, forever and for everyone.

POSITION SUMMARY

The Special Assistant is responsible for providing direct, proactive executive support to the Chief Financial and Administrative Officer (CFAO) as well as project- and task-based support to the Shared Services department, consisting of the Finance, People and Culture, Information Technology, Legal and Operations divisions. Requiring sound judgment, initiative and high attention to detail, this role will act as a key resource in the department, ensuring critical, cross-cutting work is adeptly executed.

The position will report directly to the Chief Financial and Administrative Officer and will have dotted-line relationships with the other Vice Presidents in the department.

This is a full-time position based in Washington, D.C., with a hybrid work schedule requiring a minimum of two days in the office each week.

PRIMARY RESPONSIBILITIES Executive Support (15%):

• Act as a key liaison between the CFAO and other departments, ensuring excellent communication, transparency, alignment and partnership across the organization’s teams.
• Facilitate timely and efficient information flow to the CFAO, including compilation of meeting agendas, management of deadlines, scheduling of meeting debriefs and circulation of notes for critical meetings, and action item follow-up.
• Provide basic administrative support to the CFAO, including calendar management, travel arrangements, expense submission, etc.

General Departmental Support (10%):

• Manage the Shared Services departmental calendar, including leadership meeting scheduling, planning, support, and action item capturing and follow-up.
• Coordinate meeting production and logistics as needed.
• Manage the status and timelines for key projects and specific workflows, ensuring internal constituencies are aligned and informed.
• Support overall office management duties as a backup for when the Office Manager is out.

Specific Departmental Support (75%):

• Finance
  . Provide overflow assistance with data entry, accounts payable processing, and inventory tracking.
• People and Culture
  . Assist the recruiting enterprise, including candidate interview scheduling, materials review, and onboarding and offboarding logistics and support.
• Information Technology
  :
  Provide bill and invoice entry and processing, inventory management assistance, and help desk ticket monitoring.
• Legal
  :
  Provide document management assistance (including data entry and templating), basic research as appropriate.
• Operations
  :
  Provide grant and subgrant due diligence assistance (materials aggregation and review, coordination with relevant departments, etc.).
• Other duties as needed and assigned.

REQUIRED…