Executive Assistant

Conservation International protects nature for the benefit of humanity. Through science, policy, fieldwork, and finance, we spotlight and secure the most important places in nature for the climate, biodiversity, and for people. With offices in 30 countries and projects in more than 100 countries, Conservation International partners with governments, companies, civil society, Indigenous peoples, and local communities to help people and nature thrive together.

POSITION SUMMARY - This position is based in the CI office in Arlington, VA

The Executive Assistant provides high-level administrative and programmatic support to the Senior Vice President (SVP) for the Center for Oceans, based in Arlington, VA. Acting as a critical partner and trusted representative of the SVP, the Executive Assistant ensures smooth day-to-day operations and drives coordination across teams and stakeholders to advance the Center’s mission and priorities.

This position combines exceptional administrative expertise with strategic programmatic support, including managing the SVP’s calendar and travel, preparing and editing professional correspondence, coordinating leadership meetings, and supporting the development of programmatic materials and reports. The Executive Assistant also serves as a key liaison between the SVP and internal teams, external partners, donors, and other stakeholders, fostering collaboration, alignment, and innovation across organizational initiatives.

The ideal candidate will have outstanding organizational skills, excellent communication abilities, and a proactive approach to problem-solving. They will bring a creative mindset, identifying opportunities to streamline processes, enhance team collaboration, and drive innovative solutions to complex challenges. This role is an opportunity for a skilled and motivated professional to contribute meaningfully to the Center for Oceans’ impact on global conservation efforts while promoting fresh ideas and forward-thinking approaches.

Responsibilities

Administrative Support to the SVP, Center for Oceans

• Proactively manage all administrative matters for the SVP, ensuring efficient and effective operations within the Center for Oceans.
• Maintain and manage the SVP’s complex calendar and travel schedule, including making detailed travel arrangements.
• Prepare and submit timesheets, expense reports, travel documentation, and other reports for the SVP and the division in a timely manner.
• Draft, edit, and produce correspondence, including letters, memos, forms, policies, and procedures, ensuring professionalism and confidentiality.
• Support the SVP in managing schedules, meetings, and internal and external communications, including engagements with key partners, donors, and other stakeholders.
• Support the collection and consolidation of information for organizational planning and donor reporting.
• Anticipate the SVP’s needs and proactively address challenges to enable focus on strategic priorities.
• Build and sustain positive relationships with internal teams, donors, partners, and other constituents, reflecting CI’s values in all interactions.
  
  

Programmatic Support to the SVP, Center for Oceans

• Coordinate and facilitate regular meetings for the Center for Oceans staff and leadership team, ensuring agendas, materials, and follow-ups are well-managed.
• Gather information and prepare the SVP for senior-level meetings, donor engagements, and partnership discussions.
• Proofread, edit, and draft documents and program-related communication materials as requested by the SVP.
• Develop systems and workflows to streamline operations, improve efficiency, and enhance coordination across the division.
• Serve as a central liaison for program leads to promote cross-team collaboration and communication, maintaining the Center’s calendar and internal collaborative platforms (e.g., SharePoint).
  
  

WORKING CONDITIONS

• Hybrid office arrangement, staff will be in the office 10 days per month
• Occasional work outside of normal business hours is expected, given the global nature of this position
• Occasional domestic and international travel expected
  
  

Qualifications

Required

• A Bachelor's degree or equivalent combination of education and experience.
• 4 to 6 years of experience.
  
  

Exceptional Organizational Skills

• Proven ability to manage complex calendars, schedules, and competing priorities with efficiency and accuracy.
• Strong attention to detail, ensuring high-quality outputs while meeting deadlines in a fast-paced environment.
• Capacity to develop and implement streamlined processes that improve workflows and operational effectiveness.
  
  

Technological Fluency

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and collaboration tools like SharePoint, Teams, and other project management platforms.
• Ability to quickly learn and adapt to new software and digital tools that enhance efficiency and team collaboration.
• Experience managing virtual meetings and leveraging technology to support remote and hybrid teams.
  
  

Creative Thinking and Problem-Solving

• A proactive and innovative mindset, capable of identifying opportunities to enhance operations and team effectiveness.
• Flexibility to approach challenges with fresh perspectives and develop creative solutions to complex problems.
• Enthusiasm for fostering collaboration and driving new ideas across teams and projects.
  
  

Outstanding Written Communication

• Superior writing, editing, and proofreading skills with the ability to craft clear, compelling, and professional correspondence, reports, and presentations.
• Skilled in tailoring communication to diverse audiences, including internal teams, external partners, and donors.
• Strong ability to distill complex ideas into accessible and engaging written materials.
  
  

Relationship Building and Collaboration

• Excellent interpersonal skills with the ability to establish and maintain strong relationships with colleagues, partners, and stakeholders.
• A team-oriented approach, fostering collaboration and alignment across diverse teams and organizational levels.
• Experience acting as a trusted liaison between senior leaders and internal/external audiences.
  
  

Adaptability and Professionalism

• Capacity to handle sensitive and confidential information with the utmost discretion and integrity.
• Ability to manage multiple priorities in a dynamic environment while maintaining a calm, solution-focused approach.
• Commitment to upholding organizational values and contributing to a positive, inclusive team culture.
  
  

Preferred

• Some training or proficiency in any of the following CI operating languages: French, Spanish, Portuguese, Indonesian.
  
  

To apply for this position please submit a resume and cover letter.

See all Conservation International Career Opportunities HERE

Conservation International is an equal opportunity, affirmative action, and Diversity, Equity, Inclusion, and Accessibility-committed employer. We are proud to have a diverse, global workforce where employment decisions are based on qualifications, experience, position requirements, business needs, market conditions, merit, and other legitimate nondiscriminatory factors.