Operations Assistant

Nature; Arlington, Northern (VA, KY); Hybrid; USD 67,000 - 78,000; Full time

Job summary

The Nature Conservancy is seeking an Operations Program Specialist, OCEO to provide proactive administrative and operations support to the Office of the CEO. You will manage calendars, coordinate travel, assist with in-person events, and handle communications, while maintaining confidentiality and professionalism.

You'll support the Chief of Staff and senior leadership, contribute to budgeting and procurement processes, and help ensure smooth day-to-day operations of the OCEO in a fast-paced

Qualifications

• Bachelor’s degree and 2 years related experience or equivalent combination.
• Experience coordinating administrative processes.
• Experience generating reports and interpreting data.
• Experience in business writing, editing, and proofreading.
• Experience organizing time and managing diverse activities to meet deadlines.
• Experience working across teams and communicating with a wide range of people.

Responsibilities

• Calendar Management: Provide scheduling support for the Chief of Staff and other team members from time to time.
• Book travel as requested and support events as needed.
• Manage preparation and timely submission of expense reports, particularly for the CEO, Chief of Staff and Board/Trustee-related events.
• Lead in-person meeting setup at the Arlington Office, including greeting guests, configuring conference rooms, printing briefings, and arranging catering.
• Process and route incoming and outgoing physical mail.
• Draft routine replies on behalf of the CEO’s office.
• Manage CEO Signature requests, including operating the auto-pen machine for contracts and letters.
• Provide light IT support for OCEO and other local Executive Leadership Team members.
• Log correspondence into Blackbaud CRM (BBCRM) for non-donor relationships such as partners and government contacts.
• Provide logistical support for OCEO-led events and projects; Support the operations manager in helping OCEO team members navigate and apply TNC systems, tools, and procedures, including Workday, contracting, procurement, document management, expense reporting, and other administrative processes, promoting consistency, compliance, and operational excellence.
• Serve as the OCEO liaison with Arlington office management to ensure operational needs are met.
• Take meeting notes on occasion as requested.
• Other responsibilities as needed.

Skills

Administrative coordination

Report generation

Business writing

Time management

Cross-team communication

Education

Bachelor’s degree

Tools

Asana

BBCRM

Salesforce

Workday

Job description

YOUR POSITION WITH TNC This is a unique opportunity at the heart of the largest conservation organization in the world, working within the Office of the CEO (OCEO) as a member of a tightly-knit, fast-paced team. The Operations Program Specialist, OCEO will be responsible for a range of responsibilities, providing administrative and operations support, meeting and calendar management, coordination for in-house special events and management of general administrative tasks.

ESSENTIAL FUNCTIONS

The Operations Program Assistant plays a critical role in enabling the effectiveness of the Office of the CEO by delivering proactive, detail-oriented administrative and operational support. This role serves as the primary administrative partner to the Chief of Staff, coordinating logistics, helping the OCEO team deliver on priorities, and ensuring strong follow-through across OCEO commitments. In parallel, the Assistant provides backup and in-person support, particularly during key engagements, travel, and on-the-ground in-person events. The Assistant ensures the smooth day-to-day functioning of the OCEO through strong ownership of scheduling logistics, communications coordination, meeting and event execution, and office operations. They manage calendars and logistics with precision, support the dissemination of internal and external communications, and support high-profile engagements with senior leadership, board members, donors, and partners. This role requires a high degree of professionalism, discretion, and judgment. The Assistant maintains organized systems for tracking correspondence, materials, and requests; supports mailings and special projects; and ensures that meetings are well-prepared and seamlessly executed. They are also expected to step in confidently to support the CEO directly when needed, particularly in in-person settings. Success in this role is defined by reliability, responsiveness, attention to detail, and the ability to anticipate needs, adapt quickly, and close loops on commitments in a dynamic environment.

RESPONSIBILITIES & SCOPE

• Calendar Management: Provide scheduling support for the Chief of Staff and other team members from time to time. Book travel as requested and support events as needed. Manage preparation and timely submission of expense reports, particularly for the CEO, Chief of Staff and Board/Trustee-related events.
• Lead in-person meeting setup at the Arlington Office, including greeting guests, configuring conference rooms, printing briefings, and arranging catering.
• Process and route incoming and outgoing physical mail.
• Draft routine replies on behalf of the CEO’s office.
• Manage CEO Signature requests, including operating the auto-pen machine for contracts and letters.
• Provide light IT support for OCEO and other local Executive Leadership Team members.
• Log correspondence into Blackbaud CRM (BBCRM) for non-donor relationships such as partners and government contacts.
• Provide logistical support for OCEO-led events and projects; Support the operations manager in helping OCEO team members navigate and apply TNC systems, tools, and procedures, including Workday, contracting, procurement, document management, expense reporting, and other administrative processes, promoting consistency, compliance, and operational excellence.
• Serve as the OCEO liaison with Arlington office management to ensure operational needs are met.
• Take meeting notes on occasion as requested.
• Other responsibilities as needed.

This position requires the ability to:

• Thrive in a fast-paced and dynamic environment.
• Act independently on assigned tasks and exercise independent judgment based on analysis and experience, referring difficult questions and unusual problems to supervisor.
• Coordinate projects with several variables, working within a defined timeline and budget.
• Demonstrate sensitivity in handling confidential information.
• Perform non-routine analysis, research and follow-through.
• Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
• Financial responsibility includes purchasing, processing invoices, contracting with vendors, and assisting with budget preparation.
• Travel and work flexible hours as needed.
• Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
• Work is diversified and may not always fall under established practices and guidelines.

MINIMUM QUALIFICATIONS

• Bachelor’s degree and 2 years related experience or equivalent combination
• Experience coordinating administrative processes
• Experience generating reports and interpreting data
• Experience in business writing, editing, and proofreading
• Experience organizing time and managing diverse activities to meet deadlines
• Experience working across teams and communicating with a wide range of people

DESIRED QUALIFICATIONS

• Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated
• Ability to analyze information for the purpose of coordinating and planning activities, and solving problems
• Ability to use existing technology to achieve desired results
• Excellent customer service skills and focus
• Experience interpreting guidelines to achieve desired results
• Strong organization skills, accuracy, and attention to detail.
• Experience supporting C-suite or senior executive offices, including familiarity with executive scheduling and travel logistics
• Proficiency with project management tools such as Asana and constituent relationship management systems such as BBCRM or Salesforce
• Demonstrated ability to handle confidential and sensitive information with the highest degree of discretion and professionalism
• Experience coordinating large-scale events or meetings with senior leadership, board members, or donor audiences
• Comfort with light technology troubleshooting and supporting hybrid/in-person meeting setups for senior leaders

This description is not designed to be a complete list of all duties and responsibilities required for this job.

SALARY INFORMATION

The starting pay range for a candidate selected for this position is generally within the range of $67,050-$77,990 annually. This range only applies to candidates whose country of employment is the USA. Where a successful candidate’s actual pay will fall within this range will be based on a variety of factors, including, for example, the candidate's location, qualifications, specific skills, and experience. Please note countries outside the USA would have a different pay range in the local currency based on the local labor market and not tied to USA pay or ranges. Your geographic location will be confirmed during the recruitment.

WHO WE ARE

The Nature Conservancy’s mission is to protect the lands and waters upon which all life depends. As a science-based organization, we create innovative, on-the-ground solutions to our world’s toughest challenges so that we can create a world in which people and nature thrive.

We’re rooted in our mission and guided by our values, which include respect for all people, communities, and cultures. Whether it’s career development, flexible schedules, or a rewarding mission, there’s many reasons to love life inside TNC. Want a better insight to TNC? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.

One goal is to cultivate an inclusive work environment so that all our colleagues around the globe feel a sense of belonging and that their unique contributions to our mission are valued. In addition to the requirements in our job postings, we recognize that people come with talent and experiences outside of a job and consider each applicant’s unique experience.

WHAT WE BRING

Since 1951, TNC has been doing work you can believe in. Through grassroots action, we have grown from a small non-profit into one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than 1 million members, over 400 scientists, and the dedicated efforts of our diverse staff and partners, we impact conservation around the world!

TNC offers a competitive, comprehensive benefits package including health care benefits, flexible spending accounts, a 401(k) plan with an 8% employer match, parental leave, accrued paid time off, life insurance, disability coverage, employee assistance program, other life and work well-being benefits.

We’re proud to offer a flexible work environment that supports of the health and well-being of the people we employ. Our recruiting process includes a rolling interview process to ensure we engage applicants in a timely manner. This means we may review applications in the order in which they are received. Once a strong candidate pool is identified, the role will be unposted. The timeline may vary depending on the expressed interest in the role, so we highly encourage candidates to apply as soon as possible.

The Nature Conservancy is an Equal Opportunity Employer. Our commitment to equal employment opportunity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of all backgrounds, beliefs, and culture. Recruiting and mentoring staff to create an inclusive organization is a priority, and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law. The successful applicant must meet the requirements of The Nature Conservancy's background screening process. Do you have military experience? Visit our U.S. Military Skills Translator to match your military experience with our current job openings!

TNC is committed to offering accommodations for qualified individuals with disabilities and disabled veterans in our job application process. If you need assistance or an accommodation due to a disability, please send a note to [e-mail] with Request for Accommodation in the subject line.

The Nature Conservancy is a global environmental nonprofit working to create a world where people and nature can thrive. Founded in the U.S. through grassroots action in 1951, The Nature Conservancy (TNC) has grown to become one of the most effective and wide-reaching environmental organizations in the world. Thanks to more than a million members and the dedicated efforts of our diverse staff and over 400 scientists, we impact conservation in 79 countries and territories: 37 by direct conservation impact and 42 through partners. To conserve the lands and waters on which all life depends.

Our vision is a world where the diversity of life thrives, and people act to conserve nature for its own sake and its ability to fulfill our needs and enrich our lives.