Senior Administrative Coordinator

Overview

NRDC is a non-profit environmental advocacy organization. We use law, science, and the support of 3.1 million members and online activists to protect the planet's wildlife and wild places and to ensure the rights of all people to clean air, clean water, and healthy communities. NRDC was founded in 1970 and our people helped write some of America's bedrock environmental laws, including the Clean Water Act and many of the implementing regulations. Today, our team of more than 700 lawyers, scientists, economists, policy advocates, communications experts, and others work across the United States and the globe from our offices in Beijing; Chicago; New Delhi; New York; San Francisco; Santa Monica; and Washington, D.C.

 

NRDC is seeking a Senior Administrative Coordinator to work with the Rewrite the Future Communications team in our Santa Monica, CA office.

POSITION SUMMARY

The Senior Administrative Coordinator provides administrative and operations support for the assigned division/team Rewrite the Future. This role will have a direct reporting line to the Operations Lead. This role will receive lead direction and training from the SP&O Lead and Operations Manager and engage with the SP&O cohort across the institution for knowledge-sharing and identifying efficiency opportunities in administrative and operations areas.

 

This is a limited term 2 year position.

 

The position you are applying for is part of the bargaining unit represented by The Washington Baltimore News Guild (WBNG / The Newsguild-CWA Local 32035).  

Responsibilities

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the following essential functions:

• Provide administrative and logistical support to assigned teams with minimal guidance, per NRDC’s administrative guidelines. This includes, but is not limited to:
  • Provide budgeting and accounting support, including processing invoices, preparing and maintaining contracts, preparing reports, and tracking spend.
  • Responsible for contract submission, including framework agreements, consulting agreements, honorarium, amendments, memorandums of agreement (MOAs) etc., and coordinating internal stakeholders to comply with institutional processes related to contract approval and vendor set-up with minimal oversight.
  • Engage with central operations departments (e.g., Finance & Accounting, Office of General Counsel, Workplace Strategies, IT, etc.) directly to complete administrative tasks and resolve issues.
  • Create and manage centralized electronic filing systems and databases related to contracts, invoices and other team files for the assigned team.
  • Identify inefficiencies and potential solutions to improve operations.
• Provide administrative and logistical support to assigned team members, per NRDC’s administrative guidelines. This may include, but is not limited to:
  • Daily management of the team’s calendars and scheduling internal and external appointments and meetings
  • Draft, edit, format, or proofread materials, correspondence, or reports.
  • Create and submit expense reports on behalf of assigned team members utilizing correct project and grant codes with minimal guidance; may be asked to book travel and plan associated logistics.
  • Schedule, organize, prepare for, and follow-up on assigned meetings, including planning logistics, preparing materials, taking notes, and sending out action items.
  • Assist with event planning and management, which may require working with external parties, event scheduling, arranging catering, printing, materials preparation, and liaising with Workplace Strategy.
• Provide support to ensure effective communication, collaboration, and information-sharing within the department and with external institutional partners.
  • Pro-actively capture key takeaways and action items, synthesize information and communicate information as needed to project teams to ensure alignment and clarity.
  • Build and sustain strong relationships with assigned team, department colleagues, as well as cross-institutionally and with external partners (as applicable).
• Provide senior level administrative support to assigned teams or team members, including:
  • Coordinate with Operations Lead to deliver trainings, create training materials and serve as a resource for NRDC systems and processes through deep expertise with internal systems and policies.
  • Collaborate with SP&O and Operations Leads on special projects, and lead administrative support for project engagement and coordination with min