Special Assistant to the Chief Brand & Communications Officer (CBCO)

POSITION TITLE: Special Assistant to the Chief Brand & Communications Officer (CBCO)

DEPARTMENT/PROGRAM: Strategic Communications

REPORTS TO: Chief Brand and Communications Officer

STATUS: Regular, Full-Time, Exempt

LOCATION: Washington, DC

ABOUT OCEAN CONSERVANCY

Ocean Conservancy works to protect the ocean from today’s greatest global challenges. Together with our partners, we create science-based solutions for a healthy ocean and the wildlife and communities that depend on it.

POSITION SUMMARY

The Special Assistant is responsible for direct, proactive executive support to the Chief Brand and Communications Officer (CBCO) and as needed support to the Communications Department’s two Vice Presidents (Vice President, Strategic Communications and Vice President, Brand and Marketing). This includes administrative support, and as well as leading on special projects that require sound judgment, initiative, and confidentiality.

Diplomacy and discretion are essential to this position, and the Special Assistant is often exposed to highly sensitive issues. This position knows how to balance an informal internal work environment with the formality required when representing Ocean Conservancy and the CBCO externally.

PRIMARY RESPONSIBILITIES

The Special Assistant is responsible for coordinating the day-to-day operations and workflow of the CBCO, and administrative support of the Communications Department’s two Vice Presidents, including:

• Serves as key liaison to the CBCO and provides support to other organizational leaders as needed (a “bridge builder”).
• Facilitate the Communications Department’s regularly occurring meetings, including the weekly Communications Leadership Team and Communications On Deck and monthly External Priorities Working Group.
• Judicious management of the CBCO’s calendar and travel arrangements, including associated logistical details.
• Coordination with Ocean Conservancy staff to ensure preparation, production, and distribution of background and briefing materials, binders, and itineraries related to meetings, presentations, conferences, and travel.
• Coordination with Communications Department staff to: 1) schedule and prepare for quarterly all-staff trainings on Communications, 2) distribute monthly KPIs to Executive Team, and 3) Produce monthly department updates for The Dock (Ocean Conservancy’s internet), 4) Support distribution of information on department calendar and priorities.
• Monitoring deadlines and providing appropriate reminders on internal and external deadlines as needed to the CBCO and two Communications Department VPs.
• Circulation of meeting notes and follow-up with staff to shepherd timely completion of action items identified at meetings or otherwise specified by the CBCO and/or Communications Department VPs.
• Coordinate onboarding about the Communication Department for all new Ocean Conservancy staff.
• Completion and submission of expense reports and reimbursement requests, and processing of consultant invoices and other program operations support for the CBCO and two Communications Department VPs.
• Coordinate and attend key meetings as needed, including virtual or in-person meetings (includes booking venues, accommodations and catering, as well as preparing display content and handouts as needed).
• This position may also be required to support a variety of project management, research, scheduling and administrative needs.

TEAM OCEAN SUPPORT

The Special Assistant will work closely with the VP, Brand and Marketing to manage the administrative and logistical needs of “Team Ocean” – a dedicated group of celebrities and influencers that serve as close patterns and allies of Ocean Conservancy. Essential Duties and Responsibilities include:

• Schedule appointments and regularly occurring updates for Team Ocean
• Compilation and Distribution of the monthly Team Ocean Influencer Newsletter.
• Establish excellent working relationship with Celebrities/Influencers and their management teams in all verbal, written, and electronic corresponde