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  Administrative Assistant to the Executive Director Job viewed 835 times.
  Job Description


FLSA STATUS:                      Regular, Non-Exempt, Full Time

REPORTS TO:                       Executive Director



The Administrative Assistant for the Irvine Ranch Conservancy performs administrative and related duties in support of the Executive Director, the Board of Directors, and the organization. Responsibilities include a variety of administrative tasks, meeting logistics, scheduling, travel arrangements, as well as tracking, organizing, and reporting information. Also includes office management functions, including ordering supplies and maintaining inventories and serving as primary liaison for office equipment and communications services. This position may serve as back up to the Senior Business Operations Manager as primary liaison for other business services, in consultation with the Senior Business Operations Manager. Interacts with staff at all levels in the organization as well as with board members and executives in partner organizations, contractors, vendors, and the community at large. Coordinates and prepares for a variety of events, such as land tours and high level meetings, including board and public meetings. Routinely makes interpretations and recommendations as appropriate. Highly confidential duties requiring absolute discretion, judgment, tact and poise. Incumbent may have considerable latitude and flexibility in carrying out assigned tasks and is expected to independently anticipate and solve problems and implement creative solutions within standard operating procedures, with a high level of accuracy. May serve as team leader for administrative staff.



  • Bachelor's degree preferred and 3-5 years related work experience, or equivalent combination.
  • Strong knowledge of MS Office, especially Word and Excel, and database management. Strong knowledge of Google and Gmail calendars. Knowledge in navigating the Internet and using advanced functions for research.
  • Impeccable attention to detail and exceptional accuracy, grammar, and spelling. Proven organizational and administrative skills.
  • Ability to effectively organize time, successfully manage diverse organizational objectives, and meet multiple conflicting deadlines.

Decision-Making/Problem Solving/Routine Variables:

  • Coordinates multiple diverse projects with several variables.
  • Anticipates executives' needs and plans accordingly.
  • Takes the initiative in role within the organization in support of Executive Director's and organization's vision.
  • Acts independently on assigned tasks; resolves routine problems with minimal input; consults with Executive Director or Business Operation team members to resolve unusual or complex problems.
  • Makes day to day decisions within the scope of work assignment; interprets guidelines and analyzes information.
  • Demonstrates common sense, adaptability, and teamwork with the ability to exercise independent judgment.
  • Highly intuitive with thorough anticipation of needs. Regularly and accurately anticipates issues or requirements and resolves them.
  • Adapts or modifies processes or systems in response to changing circumstances; manages tight timelines.
  • Prepares regular expense reimbursement requests for Executive Director and Deputy Director.
  • Manages paper flow for executive office including corporate records, executive signature requests, mail, and other information.

Communication/Interpersonal Relations:

  • Clearly, accurately, and confidently communicates ideas and objectives; provides information to assist workflow.
  • Communicates frequently with diverse individuals including board members, colleagues, executives, and their assistants in partner organizations, volunteers, and the community at large.
  • Consistently demonstrates a professional, positive, and approachable attitude and demeanor utilizing discretion, both within the organization and with the community. Strong customer service skills.
  • Demonstrates utmost sensitivity in handling confidential information.

Working Conditions/Physical Effort:

  • Work requires only minor physical exertion and/or strain. Work environment involves only infrequent exposure to disagreeable elements.

The Irvine Ranch Conservancy is an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

For more information, or to apply now, you must go to the website below. Please DO NOT email your resume to us as we only accept applications through our website. 

  Metro Area Orange County CA
  Job Location City Irvine
  Job Location State California
  Job Location Zip 92620
  Job Location Country United States
  Compensation Hourly From: 21.00 To: 22.00
  Job Category Clerical and Data-entry
  Prefered Experience 3 year(s)
  Job Type Full time
  Job Posting Date Aug. 22, 2017

Organization Details

  Organization Name Irvine Ranch Conservancy
  Organizational Focus Conservation
  Contact Person Mary Gregrow
  Contact Phone none posted
  Contact Fax none posted
  Contact Email
  Web Address

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