Location: Petaluma, California (Hybrid)

Deadline to Apply: Position is open until filled

Position Type: Full Time, Exempt (ideal start date 9/9/2024)

Compensation and Benefits:  Salary is based on qualifications and internal equity. Estimated salary range for this position is $75,000-$85,000 annually. Point Blue provides a comprehensive benefit package including employer paid medical and dental for staff and 75% for dependents. Other benefits include life insurance, long-term care, long- and short-term disability, flexible spending accounts, and retirement plans as well as time off benefits.

About Point Blue:

Point Blue Conservation Science is a growing and internationally renowned non-profit with over 160 staff and scientists based in Petaluma, California. Founded in 1965 as Point Reyes Bird Observatory, our mission and programs have evolved over time to include a broad range of conservation activity, from restoration to environmental education to innovative work in the field of regenerative agriculture. We have a proven track record of scientific excellence.

We recognize that increasing racial, gender, cultural, and other diversity, equity, and inclusion factors at Point Blue and in our partnerships is essential for the success of our mission, vision, and strategy. We are actively engaging in a process to create lasting organizational change. We seek applicants from all backgrounds to join our teams. We strongly encourage applications from people with backgrounds that are under-represented in the conservation community.

Job Summary:

This position provides executive level administrative support to ensure the efficient operation of the office.  Acts as the point of contact among executives, employees, and external partners.  Manages information flow in a timely and accurate manner and manages executive calendars and meetings.

Essential Functions:

Executive Management Support: 70%

• Proactively aids in managing schedules, communications, events, expense reports, speaking engagements, meetings, travel, and all logistics for the CEO as needed.
• Supports the CEO to compose/edit letters and emails; assists in writing/editing articles and presentations.
• Facilitates communications on behalf of the CEO, internally and externally.

• Schedules and attends monthly Management Team meetings; gathers agenda items; takes/distributes notes; arranges all logistics as necessary.
• Schedules and provides logistical support for biweekly Executive Team meetings.

• Schedules and arranges logistics for Executive and Management Team retreats.
• Works with Communications Director to track and retain Point Blue media coverage and abstracts of staff scientific and media publications for CEO presentation and board packets.

• Participates in acclimating new Executive and Management Team members to Point Blue systems.
• Support Executive Team and Management Team to track annual team work plan goals.
• Support Executive Team in maintaining an internal system for sharing information with staff.
• Provides logistical support (e.g., scheduling, expense reports, event planning) for other Executive Team members as needed.

Liaison to the Board of Directors: 10%

• Communicates with the Board of Directors on behalf of the CEO.
• Assists in scheduling board meetings; prepares materials and board packets; organizes all logistics for board retreats, board events and board committee meetings; manages board rosters, committee lists; keeps binders up-to-date of board minutes including committee meetings, updates/manages the board portal, and related materials.

Other Duties as Assigned: 10%

• Provide support for headquarters office to include but not limited to:

• • Monitoring of office supplies, ordering, restocking as needed.

• • Providing basic office facilities support (for example, coordinate facilities vendors if/when appropriate).

• • Coordinate with the Chief of Staff for major purchases associated with the headquarters office.
• Perform special projects and research as assigned.
• Perform other duties as assigned.

Supervisory Responsibility:

None

Knowledge, Skills, and Abilities:

• Knowledge of office management methods and procedures.
• Intermediate skills operating Microsoft Office programs including Outlook, Word, Excel, and PowerPoint.
• Solid organizational skills.
• Excellent writing skills for presentations, article drafts, proofreading, and editing.
• Polished communicator and professional demeanor.
• Possesses considerable tact, diplomacy, and discretion of sensitive confidential information.
• Able to set/meet/manage concurrent deadlines and multiple tasks; ability to work well under pressure.
• Excellent attention to detail and quality.
• Nimble and action-oriented self-starter who displays enthusiasm, with an ability to anticipate what is needed, as well as take initiative to take on new projects.
• Creative thinker and open-minded problem solver.
• Commitment to the organization’s mission, values and principles of diversity, equity, and inclusion.

Certifications and/or Licenses:

• None

Preferred Education and Experience:

This position requires a combination of education and experience equivalent to a high school diploma; and 5 years of experience as a senior level executive assistant.

Work Environment & Physical Requirements:

• This position works in a professional office environment with the option to work from home 2-3 days per week.
• Routinely uses standard office equipment such as computers, phones, photocopiers, scanners, and filing cabinets.
• Work environment is indoors with the majority of time spent sitting at a desk.
• Ability to move up to 25 pounds occasionally.
• Ability to use a computer keyboard and calculator.

Position Type, Expected Hours of Work, and Travel:

• This is a full-time position.
• Days and hours of work are Monday through Friday, 8am to 5pm.
• Evening and weekend work may be required as job duties demand.
• No travel is expected for this position.

Apply: Please complete this application. You will be asked to upload a cover letter and cv/resume. If you have trouble with the application process, please contact jobs@pointblue.org. Must have eligibility/be legally authorized to work in the United States.

 

Point Blue is an equal employment opportunity employer and does not discriminate against applicants or employees because of race, color, religion, national origin, sex, sexual orientation, age, citizenship status, disability status of an otherwise qualified individual, membership or application for membership in an uniformed service, or membership in any other class protected by applicable law and will make reasonable accommodation for applicants with disabilities to complete the application and/or participate in the interview process.