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 correspondence
- Create timelines, prepare and distribute meeting notification, correspondence, agenda and materials, as well as subsequent updates or changes.
- Book flights, accommodations and special requests for influencers for regular expeditions.
- Other projects, as needed.
REQUIRED SKILLS/QUALIFICATIONS/EXPERIENCE
- Five years of experience in support of an Executive leader in an operations, advocacy, or policy role with an emphasis on project and fiduciary management.
- Superb organizational and project management skills; strong desire to ensure operations run smoothly; attentive to details; and, conscientious in adhering to deadlines and deliverables.
- Passion for providing high-level administrative and organizational support in service to the organization’s goals.
- Strong oral and written communication skills, with demonstrated ability to self-edit.
- Highly discrete and able to be trusted with confidential information relating to the organization and its staff.
- Demonstrated ability to adapt to new software and technologies.
- Proven ability as a high-level performer to multitask and work independently.
- Demonstrates initiative, creativity, discipline, and commitment.
- Focused, positive attitude, flexible, and proactive.
- Solution Focus: take ownership of requests; tailor solution to the board member/situation; be timely in follow-up; resourceful in info gathering/research as needed.
- Able to work flexible hours, including evenings and weekends as needed.
- Well versed in Microsoft and Google suite of tools. Adobe Photoshop skills a bonus.
EDUCATION/TRAINING
Associate’s degree required; Bachelor’s degree preferred.
COMPENSATION
Ocean Conservancy is committed to equity in its pay practices and posts expected salary ranges for each of its positions. Compensation will be commensurate with the candidate’s specialty skills, years of experience, location, and unique background. The expected salary range is $56,970 to $83,705. We would welcome the opportunity to connect with potential candidates whose salary requirements may be outside of the expected range.
HYBRID WORK ENVIRONMENT
Ocean Conservancy embraces a hybrid work environment, which allows our staff the flexibility to work virtually and in-person while building strong connections across the institution.
EQUAL OPPORTUNITY EMPLOYER
Ocean Conservancy provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
We encourage applicants who have a diverse level and range of relevant skills and experiences to apply. A 100% match is not required. We want to support employees’ career growth and in return, our employees help Ocean Conservancy grow into a stronger, more inclusive institution.
