Administrative Manager
Administrative Manager
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$ 60000 - 80000
1 Vacancy
Job Description
Status: Full time 36 hours weekly
Working hours: Hybrid Occasional weekend and evenings
Salary: $60000- $80000 annually depending on experience
Office Location: 27317 Mountain Meadow Rd Escondido
Administrative Manager
The Escondido Creek Conservancy (Conservancy) is seeking an Administrative Manager to provide support and management of a wide range of duties focused on improving the efficient delivery of conservation services and administrative processes. The ideal candidate is a strong and organized high-energy leader that thrives in an environment managing multiple tasks simultaneously. The managers tasks are many varied and changing daily and could range from: improving and managing office systems supporting the Director of Operations and Finance in maintaining the Conservancys records supporting the Brand and Marketing Director on social media and philanthropy overseeing and training of staff and board members on administrative consistency and supporting the Executive Director on real estate due diligence. This position is new and will remain open until it is filled.
Duties and Responsibilities:
Board of Directors
- Be the liaison to the 15-member Conservancy Board of Directors.
- Assisting them in their engagement in Conservancy business including but not limited to arranging meetings assisting with the development of Board and Committee meeting agendas assisting with onboarding and offboarding members and maintaining official Board and Committee records.
Brand and Marketing
- Assist the Conservancys Director of Brand and Marketing in developing written materials and presentations such as annual and special reports.
- Assist in creating press releases and posts for social and traditional media.
- Assist with management of the Conservancys donor and volunteer database.
- Help develop mailings and campaigns to facilitate the Conservancys mission and vision.
- Help organize and attend outreach events to promote the Conservancys work.
Operations and Finance
- Oversee Conservancy contracts and grants assisting staff with contract negotiations contract implementation signature processing reporting and record-keeping.
- Keep the Conservancys Google Drive server organized and up to date. Train and support Conservancy staff on naming protocols and consistent filing.
- Facilitate Conservancy correspondence including letter drafting proofing processing and follow up.
- Assist with Conservancy risk management activities including but not limited to the collection and maintenance of liability forms staff training and compliance.
- Help the Director of Operations and Finance improve workplace safety such as by facilitating staff training making sure each site has a clear and current workplace safety plan and initiating workplace site safety audits.
- Help the Board of Directors building liaison manage the Conservancys office at 27317 Mountain Meadow Road including facilitating one time and ongoing maintenance activities and cleanings.
- Act as liaison with the Conservancys Human Relations (HR) consultant helping them implement HR compliance annual all staff training(s) and other HR matters.
Executive
- Oversee the Conservancy Board and conference room calendars weekly calendars and staff meeting agendas.
- Help the Conservancy team manage and track Conservancy metrics such as grants awarded land acquired volunteers engaged and acres restored.
- Assist with property-related due diligence including document reviews and version control.
- Assist with Land Trust Alliance renewal record-keeping and compliance
Essential Skills
- Passion and enthusiasm for the Conservancys mission and vision
- Strong executive function skills including time management prioritization of tasks problem-solving and organizing and managing information flows
- Excellence at the Microsoft Suite Google Drive Canva WIX and other modern office systems
- Exceptional customer service skills and a commitment to the highest level of customer satisfaction
- Strong written and verbal communication skills
- Ability to manage multiple tasks simultaneously and quickly
- Organizing and maintaining files including documents and records such that information can be quickly searchable and trackable
- Ability to identify and solve problems
- Ability to communicate with tact and diplomacy
- Ability to maintain confidentiality and discretion
- High levels of adaptability and flexibility
- Ability to work independently collaboratively and efficiently
- Entrepreneurial thinking risk management and problem-solving skills
Required Skills
- Bachelors degree or equivalent work experience
- Valid drivers license current auto insurance meeting Conservancy standards
- Must pass a background check
Helpful Skills
- Paralegal skills such as how to conduct legal and/or policy research title review and contract processing
- Understanding of and/or experience with government systems including state local federal and special districts
- Human Resources (HR) training in HR systems processes trainings and policies
- Experience working with volunteers and donors
- Experience working with social and traditional media
- Knowledge of real estate fundamentals such as market dynamics and valuation
- Knowledge of the principles of finance and accounting such as the importance of clear consistent and complete financial reporting and managing cash flow
- Knowledge of project management software
Reporting:
The Administrative Manager reports to the Executive Director but supports the Director of Operations and Finance the Director of Brand and Marketing as well as the Executive Director and other Conservancy team members. See for more information about the Conservancy its projects and preserves.
Benefits:
The Conservancy provides competitive benefits for full-time staff including 401(k) matching at 4% and generous vacation. Additionally full-time employees receive 14 holidays and the week between Christmas Eve and New Years Day off with pay.
Inclusion and Equity:
The Conservancy recognizes the significance of inclusion and equity and we are actively working on it and continuing to learn. Our commitment to inclusion means we connect with the full diversity of people and communities throughout our watershed to seek input that informs our work. We find a place for new ideas and identify how we can respond within our capacity. We invite everyone to join us through volunteer opportunities and program participation. We work to break down barriers to access that have historically limited participation by some community members. With some of our programs we have been able to advocate for and facilitate equitable access to nature environmental education and empowering outdoors experiences for everyone. We know we have more work to do.
Required Experience:
Manager
Employment Type
Full-Time
