The Organization for Tropical Studies (OTS) is a nonprofit consortium of nearly sixty universities and research institution worldwide. OTS was founded to provide research and leadership in research, education and responsible use of natural resources in the tropics. OTS works to sustain our tropical ecosystems, by driving scientific discovery and knowledge, by enriching human perception of nature and by enhancing worldwide policy actions in the tropics. OTS has offices in the U.S., Costa Rica and South Africa and operates research stations in Costa Rica (Las Cruces, La Selva and Palo Verde) and Kruger National Park in South Africa (Skukuza Science Center, a partnership with South African National Parks and Nsasani Trust).
OTS is hiring a Leadership Coordinator to support the President & CEO. You will report directly to the President & CEO, and play a key role in ensuring the success of the President’s office. You are energetic, thoughtful, positive and creative, willing to roll up your sleeves to get the job done, whatever it may be, while keeping things hyper- organized. You are flexible, strategic, thrive at multi-tasking in a fast-paced environment, while also paying exquisite attention to detail. You are collaborative and are always willing to go the extra mile. You are a good writer. You have the maturity, professionalism and confidence to function as a liaison to the Board of Directors and to the senior staff leadership team. Finally, you are excited about tropical ecology. Whether you are interested in a career enabling executives and organizations to be successful or whether you see this as an opportunity to learn up close and have an impact on research, education and conservation in tropical ecosystems, this position could be for you. Key Responsibilities Executive Support Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing expense reports; arranging (and re-arranging) complex and detailed travel plans, itineraries, and agendas; scheduling and managing conference calls involving multiple time zones; creating and compiling documents for meetings and to facilitate decisions by the President & CEO. Edits documents and composes and prepares correspondence that is sometimes confidential. Coordinates and ensures the CEO's schedule is followed and respected. Proactively manages the CEO’s time effectively, delegating meetings to others as appropriate. Plans and manages logistics and organizes documents for Board meetings, which are held both domestically and internationally. Communicates directly, and on behalf of the President and CEO, with board members, donors, member institution representatives and others, on matters related to CEO's programmatic initiatives. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the internal and external environment and keeps her updated. Provides leadership both internally and externally, to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. Relevant Experience, Skills and Abilities Required (critical to successful job performance. Applicants not meeting required skills may not be hired) • 3-5 years of Executive Assistant experience, or experience in a similar role supporting senior leaders • Undergraduate degree • Professional demeanor and ability to exercise discretion • Highly organized, with the ability to multi-task, prioritize, manage and keep track of multiple requests and projects and adapt to urgent requests and changes in priorities • A strategic thinker who anticipates future opportunities and consequences, thinks innovatively and can organize chaos into a coherent plan • Ability to evaluate risks and opportunities, uses analytical and problem-solving skills and takes initiative and drives for results • Highly skilled in MS Word, Excel, PowerPoint and Adobe Creative Suite (especially InDesign), social media web platforms, distance communication and meeting technology, and ability to learn new applications quickly • Strong written and verbal English communication skills Preferred • Fluency in Spanish would be a big plus • Personal interest in tropical ecosystems, international research, education and conservation • Knowledge and experience with non-profit organizations and/or universities • Experience in multi-cultural, distributed, international work environment • Environmental science or conservation background Supervisory Responsibilities/Authority Allocated You will not directly supervise OTS employees, but will provide direction and delegate to staff. In a project management capacity, you will need to motivate, engage, and build consensus amongst individuals from different parts of the organization to achieve project objectives and goals. You have the confidence to convene meetings (both internal and external) and meet directly with senior staff internally to ensure deadlines are met and parties are fulfilling responsibilities on the project. You will manage relationships with outside consultants, contractors and interns as needed. You will be expected to make day-to- day judgment calls on issues related to risk management and policy interpretation. Working Conditions • This position is based in Seattle, Washington; will consider a telecommuting arrangement • Domestic and international travel, up to 25% time may be required • Willing to work outside of normal business hours when needed to accommodate meetings involving participants from multiple time zones To Apply Both a resume and a cover letter are required. Applications received without a cover letter will not be considered. Please send both documents (in PDF format) to j...@tropicalstudies.org including "Leadership Coordinator" in the email subject line. The Organization for Tropical Studies is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.
