Managerial and HR Coordinator

& Executive Assistant

 

We are currently seeking a full-time Managerial and HR Coordinator & Executive Assistant to join our team in Costa Rica. 

This role requires the ability to manage multiple work streams across the organization, including supporting the priorities of the ED, managing the non-profit’s daily operations, overseeing OC’s HR system in Costa Rica, and providing an excellent guest experience for VIPs and donors who visit the research station. The candidate must be highly organized, a team player,  able to complete work in an efficient and effective manner, and must be solutions-oriented when it comes to problem solving.

This person should also be able to anticipate, prioritize, and address the needs of the organization before and as they arise. He or she must possess an entrepreneurial spirit  and must be prepared for the associated challenges of working in a remote field setting (one hour away from the nearest town). This role is an unique opportunity to strengthen and contribute to a quickly-growing organization whose mission is to protect one of the last wild places on our planet.    

 

Objectives of this Role:

  • Support work of Executive Director (ED)
    • Schedule meetings, and maintain and update ED’s daily calendar
    • Manage administrative work requiring the use of independent judgment and initiative
    • Conserve ED’s time by reading, researching, and routing correspondence; drafting emails, powerpoint presentations, and documents; collecting and analyzing information
    • Coordinate travel arrangements, prepare itineraries, plan logistics for ED’s fundraising trips and work-related travel
    • Maintain confidentiality of sensitive information
    • Contribute to team effort by accomplishing related results
    • Liaise with board of directors, plan quarterly board meetings, and prepare necessary materials in coordination with the ED, DC Office Team, Finance Director, and other senior staff members
    • Take notes as needed in meetings
    • Tasks as assigned
  • Operations and development
    • Edit and review grant proposals in English on an as needed basis
    • Coordinate with OC’s legal council on an as needed basis
    • Work closely with Executive Director,  Administration Manager, Finance Director, and other senior staff members to identify needs and priorities of organization
    • Coordinate with DC team on matters related to development and operations in the US
    • Oversee operational systems and processes of organization while looking for opportunities for improvement or revision.
    • Work closely with senior management team to ensure all operational, administrative, and compliance functions within the organization are being properly executed in accordance to the law and best practices
    • Coordinate and organize senior management meetings
    • Stays up to date on best practices for nonprofit management, operations, and HR
    • Produce bi-monthly report outlining completed tasks and priorities over next 2 weeks
    • Oversee health and safety operations onsite by coordinating with Station Manager and Maintenance crew
    • Tasks as assigned
  • Human resources
    • Enforce organization’s policies and standards
    • Update Employee Handbook and Annex quarterly
    • Ensure that performance evaluations are conducted for senior staff every 4 months and for non-senior staff every 3 months in coordination with the ED
    • Maintain and organize Human Resources Google Drive folder
    • Help with staffing needs by creating TORs and overseeing hiring processes as needed
    • Regularly assess HR needs of organization and develop new policies and procedures in coordination with senior staff
    • Train staff on existing and new HR policies as needed
    • Tasks as assigned
  • Donor relations and VIPs
    • Manage, plan, and oversee VIP visitor travel to OC properties by creating itineraries and coordinating with OC staff
    • Serve as representative of OC by upholding highest level of professionalism at all times and properly communicating the organization’s mission
    • Assist with station operations during high season and when asked by Executive Director
    • Tasks as assigned

 

Skills and Qualifications: 

  • Must be solutions oriented, able to diagnose problems quickly, and have foresight into potential issues
  • Ability to foster culture of teamwork and contribute to different issue areas across organization as needed
  • Bachelor’s degree in a related field desirable but not required
  • Conversational ability in English and Spanish required
  • Minimum of 2 years of related work experience
  • Exceptional ability in project management and cross-functional collaboration
  • Strong communications skills
  • Ability to engage effectively with staff and partners at all levels in a fast-paced, entrepreneurial work environment
  • Close attention to detail and quick turnaround time for work products
  • Ability to live and work in a challenging remote field setting
  • Must be highly organized and able to manage multiple work streams across organization

 

To apply:

Please submit a copy of your resume and a cover letter to [email protected], with “ Managerial and HR Coordinator & Executive Assistant ” as the subject line by July 31, 2020. Applications that do not follow these criteria will not be considered.

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