Senior Administrative Coordinator - Natural Resources Defense Council, Inc.

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 International Department’s Strategy Planning & Operations team in our Washington, DC office.

Position Summary

The Senior Administrative Coordinator provides budget, contracting, invoicing, scheduling, expense reporting and travel/event-planning logistic support, among other administrative duties as part of the International Program’s Strategy, Planning, and Operations (SP&O) team. The person in this role will primarily support US-based International Department staff that work on climate, clean energy, nature, and toxics in India, China, Africa, and Latin America. Candidates must be self-motivated, organized, have excellent communication, problem-solving, and interpersonal skills, and have familiarity with working in international and cross-cultural environments. The individual in this role must be comfortable working in an independent, flexible, and efficient manner in a fast-paced work environment and be able to prioritize projects. This role will receive lead direction and training from the Operations Manager.

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).  

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:

• Serve as a critical member of the SP&O team by providing administrative and logistical support to assigned teams, per NRDC’s administrative guidelines. This includes, but is not limited to:
  • Budgeting and accounting support, including processing invoices, maintaining contracts and financial records from domestic and international vendors, preparing reports, and tracking spend.
  • Contract submission and facilitation of institutional processes related to contract approval and vendor set-up.
  • Managing centralized electronic filing systems and databases related to contracts, invoices, and other documentation for assigned teams.
• Provide administrative and logistical support to assigned team members, per NRDC’s administrative guidelines. This may include, but is not limited to:
  • Scheduling calendar appointments and meetings.
  • Drafting, editing, formatting, or proofreading materials, correspondence, or reports.
  • Creating, coding, and submitting expense reports on behalf of assigned team members; providing guidance on proper coding and report submission to team members who don’t receive individual support.
  • Scheduling, organizing, preparation and follow-up on assigned meetings, including planning logistics, preparing materials, taking and synthesizing notes, and sending out action items.
  • Assisting with event planning and management, which may require working with external parties, event scheduling, arranging catering, printing, materials preparation, and liaising with Workplace Strategy.
  • May support booking of domestic and international travel, including associated logistics, and securing visas and other essential documentation.
• Provide support to ensure effective communication, collaboration, and information-sharing within the department and with colleagues in Institutional operations functions.
• Provide senior level administrative support to assigned teams or team members, including:
  • Training and onboarding other Administrative Coordinators.
  • Collaborating with SP&O and Operations Leads on special projects, providing lead administrative support for project engagement and coordination.
  • Leading administrative workstreams, including internal event and meeting planning, and oversight of expense tracking for division, initiative, and grant codes and re-classification of expenses. This will include collaboration with NRDC India Operations staff to support budgeting across NRDC and NRDC India.
  • Work with internal subject matter experts or points of contact to coordinate deliverables, materials, or document submission, including supporting document management to ensure accessibility across US, India, and China Microsoft instances.
  • Collaborate with Administrative Coordinators across the SPO cohort to build support, culture, and community, and to establish consistency in information-sharing.

The above list of duties is not comprehensive but generally demonstrates the types of matters under this position’s responsibility. Other duties may be assigned.

Minimum Education & Experience

• High School Diploma or GED.
• 3-5 years of relevant work experience.
• And/or equivalent education or experience.

Preferred:

• Experience working with international partners and organizations is strongly desired.
• Proficiency in written and spoken Spanish, French, and/or Indian languages is a plus not required.

Skills, Abilities, Competencies

• Competence with and commitment to diversity and inclusion; ability to be an effective partner with diverse colleagues, leaders, and partners.
• Demonstrated ability to perform or quickly learn new tasks, systems, and technology, identify and elevate concerns, and troubleshoot solutions.
• Ability to prioritize and efficiently execute multiple tasks, follow institutional procedures, and work independently with strong attention to detail.
• Excellent written and verbal communication skills, including proficiency with synthesizing and producing meeting minutes as necessary.
• Strong problem-solving skills.
• Excellent editing, research, and data synthesis skills.
• Willingness and flexibility to work paid overtime, when needed.
• Orientation towards working with a broad range of people on different projects, including working cross-culturally and across time zones and geographies.
• Strict adherence to confidentiality requirements and discretion with sensitive information
• Proficiency with Microsoft Office (Word, Excel, Outlook), in addition to ability to learn accounting and finance systems, as well as relevant NRDC specific software and platforms.
• Ability to travel as needed to NRDC U.S. based offices, with the possibility of occasional international travel.
• Commitment to NRDC’s mission, values, and DEI principles

NRDC is committed to advancing diversity, equity, and inclusion, both in our work and in our workplace. We believe that celebrating and actively welcoming diverse voices and perspectives is essential to solving the planet's most pressing environmental problems, and we encourage applications from candidates whose identities have been historically under-represented in the environmental movement.  

We are an equal opportunity employer and do not discriminate in hiring or employment on the basis of race, color, religion, gender, gender identity or expression, marital status, sexual orientation, national origin, citizenship, age, disability, veteran status, or any other characteristic protected by federal, state, or local law. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.   

We offer competitive salaries, excellent benefits, and a supportive working environment. Salary is based on a nonprofit scale and is commensurate with skills and experience. Internal equity will be reviewed and considered to determine a final offer. For this position, the salary range is $68,500 to $75,500.   

NRDC operates in a hybrid workplace. We offer our team members flexibility and ask them to come into the office to collaborate meaningfully with their colleagues. We call this purposeful presence.  

As a science-based organization, NRDC aims to do our part to help contain the COVID-19 public health crisis. For the sake of health, safety, and equity, we ask that people be vaccinated unless they have an approved medical or religious accommodation or other exemption in accordance with state and local law. We consider a person to be vaccinated two weeks after receiving one full course of a CDC-approved vaccine. In accordance with state or local law, new hires will be asked to attest to vaccination, those wishing to do so may request medical or religious accommodations or other exemptions via NRDC Employee Relations. NRDC treats all vaccine-related data confidentially, in keeping with local, state, and federal laws.  

To apply, visit www.nrdc.org/careers and upload your résumé and cover letter. Please mention where you saw this posting and upload any additional materials that showcase your abilities. Due to the high volume of applications, we will contact only those candidates we would like to interview. Please no phone calls, emails, or in-person résumé drop-offs.  

If you experience technical problems while applying or if you are a person with a disability and need assistance applying online, please reach out to iCIMS Customer Care at 1-800-889-4422.  

For more about NRDC, visit www.nrdc.org.