Executive Program Assistant to Headquarters Operations - International Crane Foundation

International Crane Foundation


Executive Program Assistant to Headquarters Operations

Over the past 45 years, The International Crane Foundation has grown from the dream of two college students to a world-renowned conservation effort to save the world’s cranes and the flyways and habitats they frequent. Our Executive Program Assistant to Headquarters Operations will support the mission by providing excellent, efficient and responsive executive-level administrative support to the Chief Operating Officer (COO).

What is it like to work at the International Crane Foundation? Prepare to be surrounded by people who are passionate for our mission, dedicated to the organization and engaged with their fellow staff and associates. Our campus is located on 200+ acres of rolling prairies with trails. In addition, the International Crane Foundation operates a zoo that features all 15 of the world’s cranes. The salary range is $40,000 to $44,000, plus a nice benefits package. You will play a critical role in promoting and expanding our mission across the U.S. and 55 countries worldwide. Does that sound like you?

Position Summary:

The Executive Program Assistant to Headquarters Operations supports the mission of the International Crane Foundation by consistently providing excellent, efficient and responsive administrative services and project support to the COO. The incumbent provides executive support through project-based work assigned by the COO, managing correspondence and calendars, travel logistics, accounting and budgeting, and other administrative and business duties.

Essential Duties:

  • Provide administrative support to the COO and department heads. Duties include managing calendars, scheduling internal and external meetings, building agendas, providing copy editing for department reports and grants, and compilation support for board reports and other constituent correspondence.
  • Coordinate large projects in coordination with the COO and executive leadership.
  • Provide support for Board committees that the COO is involved in through setting up meetings and preparing materials. In addition, provide backup administrative support for Board meetings both in Baraboo and at external locations.
  • Planning and coordinating professional workshops.
  • Provide support for external committees the COO is involved in, such as Whooping Crane meetings and Association of Zoos and Aquarium Committees.
  • Provide administrative support and serve as a member of the International Crane Foundation Safety Committee. Coordinate and document emergency drills and assist with keeping emergency procedures current.

Additional Duties:

  • Process department financial transactions, including preparing expense reports.
  • Oversee booking processes for interns and guests for onsite housing facilities. Communicate with guest hosts, make welcome signs, manage calendar and housing reports, and oversee cleaning assignments. Prepare resources and training for all guest hosts.
  • Coordinate travel and meeting arrangements for department staff as needed, including for global staff.
  • Coordinate grant applications as requested by the COO, including the development of draft text, budgets and tracking documents.
  • Assist with the International Crane Foundation sustainability program, and co-chair the Sustainability Team with the Site Facility Manager.
  • Work collaboratively within the administrative team on shared duties and projects such as answering phones, greeting guests and other clerical-related work.
  • Perform other tasks as assigned.

Core Competencies:

  • Teamwork and Collaboration: Work cooperatively with individuals across departments, making valuable contributions to shared projects and assisting with the outputs of others.
  • Confidentiality: The ability to work on sensitive information and maintain the information confidentially.
  • Written Communication: Excellent written communication skills, including the ability to effectively proofread and edit reports and correspondence in a clear, concise, logical and effective manner while utilizing proper grammar, spelling, punctuation and sentence structure.
  • Detail-oriented: Carefully monitors the details and quality of own and others’ work, ensuring accuracy and effectiveness of large and small projects and products.
  • Organization and Time Management: Manage multiple concurrent and competing priorities in a fast-paced workplace, using appropriate manual and electronic resources to ensure timely completion.
  • Customer Service: Very strong interpersonal skills and ability to build relationships with key stakeholders.
  • Project Management: Demonstrated experience independently leading projects, providing metrics of milestones and meeting deadlines.

Qualifications Required:

  • Associate degree or equivalent work experience.
  • Three years experience in administrative support functions.
  • Proficient in Microsoft Office 365 Suite (Outlook, Word, Excel and PowerPoint) and Adobe Acrobat.
  • Ability to treat confidential information with appropriate discretion.
  • Valid driver’s license and good driving record.

Preferred Experience and Knowledge:

  • Bachelor’s degree in English or Business, or equivalent work experience.
  • Experience with managing complex projects to completion.
  • Experience facilitating and supporting professional workshops.
  • Knowledge of Board management and donor relationships.

Physical Abilities and Work Environment:

The physical abilities and work environment characteristics described below represent those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Abilities:

  • Ability to operate a computer and phones.
  • Ability to communicate with fellow staff and donors. Communication will include both one-to-one communication, small and large group communication.
  • Must be able to remain in a stationary position for five to seven hours a day.
  • Occasionally required to lift and move items up to 20 pounds.
  • Occasionally required to move throughout the building and the site.

Work Environment:

Office environment with a comfortable climate and limited noise.

To apply, send a resume and cover letter to [email protected]. Please put Executive Program Assistant to HQ Operations in the subject line.

 The International Crane Foundation is committed to cultivating and preserving a culture of diversity and inclusion. We hire great people regardless of background.

The International Crane Foundation is an equal opportunity employer.