Executive Assistant and Finance Coordinator

Conservation International (CI) is recruiting an Executive Assistant and Finance Coordinator to support its Nature Finance Group (NFG) in Arlington, Virginia. CI protects nature for the benefit of humanity through science, policy, fieldwork and finance, with offices in 30 countries and projects in more than 100 countries. NFG is a grantmaking and impact investment division dedicated to the development and financing of pioneering solutions for environmental conservation. The Group manages a total annual budget comprising $3–4 million in operating costs, $1–3 million in grants to implementing partners, $9 million in direct investments and loans to businesses, and as much as $20 million in sustainable financing mechanisms such as endowments and sinking funds.

The hybrid position supports the financial management, reporting, budgeting and compliance functions of NFG, while also performing a wide variety of administrative tasks in support of a top executive. The role works closely with NFG’s leadership team and requires professionalism and good judgement along with a broad knowledge of CI’s policies, standard operating procedures and values.

Responsibilities include maintaining executive calendars (scheduling and confirming appointments, arranging meeting rooms, making travel plans); preparing agendas and presentations, attending meetings, and taking and distributing notes; screening and prioritising incoming communications and ensuring timely follow-up; submitting and approving expense reports and timesheets on behalf of the executive; supporting budget management including the annual budget process, monthly budget updates, and liaising with internal project managers on budget needs; handling routine financial transactions including reviewing and preparing requests for vendor payments, contract and donor invoices, non-CI staff reimbursements, reclasses, and monitoring occupancy and phone expenses; creating and maintaining project records in CI’s financial systems for donor and audit compliance; approving expense reports for compliance with CI and donor policies; reviewing and approving employee time reporting; providing monthly updates to employees on time allocation balances; and tracking timesheet submission and running compliance reports.

Required qualifications include a high school diploma or equivalent (some college or technical education preferred); 2 to 4 years of related work experience; proficiency in MS Office, especially Microsoft Excel; the ability to review and analyse detailed information accurately and efficiently; strong organisational and communication skills; a demonstrated ability to quickly learn, understand, follow and improve internal processes; and the ability to work effectively, courteously and tactfully with people representing a variety of disciplines, cultures and backgrounds. Preferred qualifications include experience working within the Business World family of ERP systems, and experience creating and reviewing financial and accounting documents including invoices, travel agreements and reimbursement documents.