Position Summary

Western Resource Advocates (WRA) is hiring an enthusiastic and proactive problem solver to join our team as the Senior Executive Assistant. The Senior Executive Assistant will be instrumental in ensuring the high performance and prioritization of responsibilities for WRA’s President and will act as the manager of the president’s time, so priorities are achieved. This position will offer other support for WRA’s Executive Leadership Team, which consists of the Vice Presidents of Development and Communications, Finance and Administration, Policy and Programs, and Equity and Culture. Responsibilities will include scheduling, day-to-day administrative tasks, travel and event planning, drafting communication materials, and a variety of other interdisciplinary and special projects to support the work of the President and Executive Leadership Team. The Senior Executive Assistant will juggle competing priorities, act quickly on immediate requests, manage ever-changing calendars, and foresee and resolve issues proactively. This position will coordinate our administrative, development, communications, equity and culture, government affairs, and program teams. The Senior Executive Assistant will also work closely with our Board of Directors to advance the organization’s goals and objectives.

About Western Resource Advocates

WRA fights climate change and its impacts to sustain the environment, economy, and people of the West. We respect the different needs of diverse people and partner with them to develop a shared vision for progress—one that advances communities while protecting biodiversity.

Our team of policy experts, scientists, economists, and attorneys has a 30-year history of working where decisions are made, sweating the details, creating evidence-based solutions, and holding decision makers accountable. This on the ground work with policymakers and other advocates advances clean energy, protects air, land, water, and wildlife—and sustains the lives and livelihoods of the West.

Location

The position can work in a hybrid remote and in-office setting from the Boulder-Denver metropolitan area; or can be based in WRA’s Boulder or Denver office.  If hybrid, position requires 1-2 days per week, on average, working from WRA’s Boulder and/or Denver office.

Responsibilities And Activities

SCHEDULING, CALENDAR MANAGEMENT, AND ADMINISTRATION

• Manage all aspects of the President’s calendar and schedule, ensure key meetings are in line with organizational strategic priorities and that adequate time is reserved for the President’s priorities, high level planning, and execution of key tasks that drive organizational performance.
• Build and implement a robust and adaptable communication system with the President that meets the scheduling expectations and needs of the President.
• Arrange travel for the President and other members of the Executive Leadership Team, as needed.
• Prepare timesheets and reconcile credit card transactions on behalf of the President.
• Assist the President in regular management tasks of the organization, working to ensure that tasks and assigned duties are followed through on in a timely manner.
• Other tasks and special projects as assigned.

MEETING PREPARATION

• Assemble materials and other preparatory documents in advance of meetings, presentations, and events.
• Attend meetings as directed by the President; take notes and conduct any follow-up as directed.
• Staff the organization’s Executive Leadership Team and Senior Leadership Team meetings, developing agendas, keeping track of agenda items, managing the schedule, taking notes, and keeping accurate records of organizational decisions and next steps.
• Distribute monthly all-staff meeting agendas and coordinate meeting logistics.

BOARD OF DIRECTORS SUPPORT

• Work closely with the President and the VP of Development and Communications to plan, develop, and execute board meeting agendas.
• Coordinate the timeline amongst leadership to deliver a packet of materials to the board prior to the board meetings and ensure it is properly edited and formatted.
• Work closely with members of WRA’s Administrative Team on board meeting logistics and recording post-meeting notes and email votes.
• Take the minutes of board meetings.
• Coordinate close collaboration between the President and the Chair of the Board of Directors.
• Work with members of the board and the staff lead to each committee of the board to ensure smooth operation of committees, including scheduling meetings, preparing meeting materials and agendas, taking notes, conducting any follow-up, and accurate record-keeping.
• Work closely with the President and the VP of Development and Communications to plan and facilitate the onboarding process for new board members.
• Coordinate with the members of Administrative Team and VP of Development and Communications on board member gifts for meetings and other occasions as they arise.

INTERNAL COORDINATION AND COMMUNICATION

• Coordinate with the VP of Development and Communications regarding development and fundraising priorities, activities and tasks for the President’s calendar and portfolio.
• Coordinate with development team to schedule meetings/calls for the President with donors, to ensure the President is prepared for the meetings, and to conduct any follow-up.
• Keep accurate records of the President’s donor interactions in the development database.
• Coordinate with the communications and program teams to ensure that the President is prepared for media events and opportunities.
• Coordinate with the organization’s leaders to ensure the President is prepared for partnership opportunities and for communications and meetings with elected leaders and decision-makers.
• As requested by the President, draft and copyedit communications to target audiences that may include staff, members of the board of directors, donors and other audiences.
• Identify when support is needed in sharing and gathering information among senior and executive leadership.

TRAVEL

• Occasional travel is required, generally within the Interior West. This travel includes in-person attendance at board meetings and staff and leadership retreats. Typically, there are at least two board meetings, at least one staff retreat and at least one leadership retreat in our region each year. Additionally, some smaller day trips to in-person meetings required on occasion at the request of the President and Vice Presidents.

Any equivalent combination of education, training, and experience, which provides the required knowledge, skills, and abilities to perform the essential functions of this position, will be considered. For example, the requisite experience, knowledge, skills, and abilities would include:

• At least 5 years of experience as an executive assistant or office administrator working for senior leadership.
• Excellent calendar management skills and an ability to manage and prioritize a wide variety of tasks.
• Superb organizational and time-management skills, with attention to detail and follow‐through especially, in a fast paced and complex work environment.
• Exceptional ability to write and communicate clearly.
• Self-starter with the ability to proactively anticipate needs, follow through, and solve problems.
• Skill and high comfort level in communicating with a variety of sophisticated constituencies and audiences including staff, board members, donors, foundation program officers and executives, conservation partners, elected officials, decision makers, and business executives.
• Knowledge and commitment to integrity and the ability to uphold a strict level of confidentiality.
• Ability to collaborate across many teams and at all levels within the organization.
• Ability to work in a fast-paced and dynamic environment.
• Highly motivated individual with a desire to learn about conservation issues and topics in nonprofit management, fundraising, and leadership.
• Strong interpersonal and relationship-building skills, as well as a sense of humor.
• Commitment to WRA’s Diversity, Equity and Inclusion goals.

Physical Requirements

Prolonged periods of sitting at a desk and working on a computer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Some travel is required.

Salary And Benefits

The salary range is $60,000-$80,000 annually; salary depends on relevant experience and new staff rarely start at the top of the range. WRA’s excellent benefits package includes a 401(k) retirement plan with up to 5% matching and health, dental, vision, and life & disability insurance with 100% of premiums paid by WRA. Annually, staff receive seventeen days paid vacation leave to start, twelve paid sick days, one paid volunteer day, twelve paid holidays, and WRA is closed for Winter Break between Christmas Day and New Year’s Day for additional paid time off. Employees are eligible for up to twelve weeks of parental leave, and after five years, staff are eligible for up to twelve weeks of paid sabbatical leave. Colorado staff receive a RTD EcoPass. Position is full-time exempt.

Deadline To Apply: Open Until Filled with priority review beginning on Monday, May 6, 2024.

Diversity and inclusion are a critical component of our business strategy, mission and vision. We welcome candidates from an array of backgrounds and experiences to join our team. Learn more about our commitment here: https://wraoldsite.wpengine.com/#commitment-to-diversity.

Western Resource Advocates is an equal opportunity employer (EOE) and does not discriminate against any employee or applicant for employment on the basis of race, color, religion, gender, sex, gender identity, sexual orientation, national or ethnic origin, age, disability, marital status, amnesty, or veteran status.

Apply To Be WRA’s Senior Executive Assistant!

Please direct any questions about this position or application process to [email protected].