Executive Coordinator/Office Manager - Grand Canyon

Executive Coordinator/Office Manager - Grand Canyon

As the official philanthropic and collaborative partner of Grand Canyon National Park, Grand Canyon Conservancy's mission is to inspire generations of park champions to cherish and support the natural and cultural wonder of the Grand Canyon. GCC raises private funds, operates retail shops within the park, and provides premier educational programs about the natural and cultural history of the region.

Grand Canyon Conservancy currently seeks an Executive Coordinator/Office Manager for South Rim of the Grand Canyon. The Executive Coordinator will provide responsive, dependable administrative support to the Chief Operating Officer and manage various workflows and responsibilities at GCC's South Rim office. This position is focused on leading comprehensive business-office operations and ensuring that onsite teams feel supported and connected to GCC's mission and culture. The Executive Coordinator/Office Manager is expected to be proactive, resourceful, efficient, and capable of handling diverse responsibilities with a high degree of professionalism and confidentiality. Effective, impactful communication and interpersonal skills are essential, as the Executive Coordinator/Office Manager represents the organization through interactions with various internal and external stakeholders.

This is an on-site, full-time, exempt, benefit-eligible position that reports to the Chief Operating Officer (COO) and is based at Grand Canyon South Rim. This position is housing-eligible.

PRIMARY RESPONSIBILITIES

Manage assigned duties with anticipation of project needs, determination of work priorities, and ability to meet deadlines with minimal supervision. Essential functions include but are not limited to:

COO Administrative Support

• Serve as primary point of contact for the COO, effectively coordinating appointments, meetings, and correspondence with internal and external stakeholders.
• Manage the COO's business calendar, ensuring efficient time management, prioritization, and organization.
• Coordinate internal and external meetings initiated by or including the COO to ensure effective implementation and outcomes.
• Collaborate with the CEO's Senior Executive Coordinator and other leadership-support staff to ensure administrative operations within the COO's area of responsibility are seamlessly integrated across the organization.
• Serve as the office and site administrator for SharePoint pages/files for use by teams reporting to the COO and manage related SharePoint workflows.
• Prepare invoices, receipts, and expense reports for processing by the Accounting Department.
• Research, develop, and implement administrative projects led by the COO and/or designates that support the strategic direction of GCC and reflect the application of excellent project management tools.

South Rim Operations & Office Management

• Perform a wide variety of administrative tasks professionally, confidentially, and with independent judgement as the primary contact for the South Rim GCC office; responsibilities include visitor reception, managing GCC phone inquiries, and preparing general correspondence.
• Handle check recording, change orders, and cash deposit processes providing support for onsite and remote retail and philanthropy teams; provide coverage for additional retail-revenue-processing responsibilities as requested and approved by the COO.
• Manage South Rim shared resources including event details, housing, vehicles, office technology, supplies, and GCC collateral.
• Ensure that all business machines are maintained in good working order and sufficient supplies are at hand to ensure smooth operations.
• Assist with the execution of major onsite events such as Celebration of Art and Grand Gathering in collaboration with events team staff.
• Oversee South Rim operations onboarding for new staff, including office, facilities, and housing orientation, and determine relevant procedures and workflows based on role.

Contracts, Policies and Procedures

• Provide administrative support for GCC's contracts database utilizing established review procedures and processes as applied to all teams.
• Review and revise internal forms, policies, procedures, and documents for accuracy, consistency, and efficiency as directed by the COO.
• Implement and communicate workflow, process, or policy changes for areas overseen by the COO as needed.

MINIMUM QUALIFICATIONS

• Three to five years of experience in office administration or executive support role; academic achievement such as a bachelor's degree in business administration, communications, or related field may be applied in lieu of partial years of experience.
• Demonstrated intermediate to advanced proficiency with Microsoft Office and Microsoft Outlook applications, including mail merges, database applications, email, and web searches.
• Demonstrated intermediate proficiency with Microsoft SharePoint Online site development and management.
• Excellent time management, communication and listening skills, and dependability while working both independently and as part of a cohesive team; performs all responsibilities with a high level of professionalism, judgment, discretion, tact, and display of collaborative approaches to all interactions.
• Passion for creating and maintaining a positive work environment.
• Must possess a valid driver's license.

PREFERRED QUALIFICATIONS, SKILLS, AND CHARACTERISTICS

• Experience working with a Board of Directors/Trustees and other executive-level constituents.
• Project Management (PMP) certification or experience with project management frameworks.
• Familiarity with process improvement frameworks (Lean, Six Sigma, Kaizen).
• Understanding of contracts and compliance requirements for nonprofit organizations.
• Experience in special event planning and execution.

WORKING CONDITIONS

• This position is primarily sedentary office work requiring long periods at a desk performing repetitive tasks such as typing and data entry.
• Ability to lift up to 25 pounds on occasion.
• May occasionally work on evenings, weekends, and holidays to meet critical deadlines and provide support for special assignments.

GCC CORE VALUES

GCC has identified four core values representing how we interact with our employees, partners, visitors, supporters, and followers. Our values include:

• Integrity: We are honest, respectful, inclusive, caring, and accountable for our actions. We operate at a high level of excellence, utilizing our resources to their best and fullest potential.
• Education: We are a dynamic learning organization uniquely positioned to cultivate the "awe" of Grand Canyon.
• Service: We embrace our role as a valued partner of the National Park Service at Grand Canyon National Park and will provide the highest level of excellence in every interaction with employees, partners, visitors, supporters, and donors.
• Connection: We foster a sense of wonder and adventure for the Grand Canyon.

GCC'S COMMITMENT TO EQUITY, DIVERSITY, AND INCLUSION

Grand Canyon Conservancy embraces and nurtures a welcoming and inclusive environment that promotes diversity, encourages collaboration, and fosters a culture where all employees feel valued, respected, and included. As a dynamic learning organization, we continually evaluate our systems and practices to foster an environment where all employees feel a sense of belonging, are empowered to bring their authentic selves to work, and can thrive personally and professionally.

GCC provides equal employment opportunities to all employees and applicants and prohibits discrimination and harassment of any type without regard to any characteristic protected by federal, state, or local laws.

TOTAL COMPENSATION

GCC provides a comprehensive benefits package, including vacation and holiday pay, sick leave, Canyon Experience Days, an employer-supplemented health benefits package including medical, dental, vision, and health savings account (HSA) plan, employer-paid long-term disability and life insurance, an employer-paid 401(k) retirement plan, and discounts in our retail stores and Grand Canyon Conservancy Field Institute offerings. The hiring salary for the position is 60K annually.

HOW TO APPLY

Please visit our website at: https://www.grandcanyon.org/about/jobs

We ask that you include a resume and cover letter with your application.
Grand Canyon Conservancy is an Equal Opportunity Employer.