Job Description

Position Overview: About Rare:
Rare inspires change so people and nature thrive. For over 45 years, across 60 countries, we have inspired and empowered millions of people and communities to shift their behaviors and practices to protect our shared planet.We are a global leader in driving social change for people and nature. We facilitate solutions that help individuals, communities, and local leaders tackle global environmental challenges, manage their resources, and take charge of their futures. And we believe that the cumulative power of individual and community action is a vital pathway to safeguarding and restoring our shared waters, lands, and climate.Rare's organizational culture is results-oriented, entrepreneurial, and defined by our five core values: Courage to Take Risks, Commitment to Accountability, Mindset of Solutionology, Investments in People, and Spirit of Celebration.Over the past 50 years, Rare has implemented global behavior change campaigns to support conservation initiatives. Currently, it is implementing a multi-country program called Fish Forever focused on coastal fisheries and communities in Brazil, Federated States of Micronesia, Guatemala, Honduras, Indonesia, Mozambique, Palau, and the Philippines. Fish Forever, with over 100 staff, is a global program delivered locally, and requires a high degree of cross-regional, cross-functional coordination across country and shared service teams, as well as with the broader Rare organization, external funders and partners.Position Overview:
The Managing Director of Fish Forever, based in the Philippines, oversees program strategy and implementation, with a particular focus on internal and external alignment, fundraising, partnerships and communications. Country VPs, heads of shared services such as Operations, Science, Learning, and Innovative Finance report directly to the position.The Managing Director is seeking an Executive Assistant, who will help ensure the MD's strategic and efficient performance by providing excellent administrative support.*
Essential Functions**
Calendar and Travel Management*

• Lead the coordination and prioritization of meetings, calls and events for the Fish Forever Managing Director
• Coordinate and process meeting requests
• Oversee travel arrangements, including flights, visas and accommodations
• Keep call and meeting calendar updated

Meeting Preparation, Documentation and Task Tracking

• Conduct research and briefing preparation for priority meetings and events as needed
• As needed, support preparation of presentations by coordinating with teams to secure data and image inputs and working with the Communications team to secure design assistance
• For meetings led by the FF MD, ensure that minutes of the meetings are recorded, shared and stored appropriately
• Ensure that action points in meetings are followed up with appropriate staff and partners
• Backstop the FF MD to ensure that requests, tasks and deliverables are prioritized, delegated and/or completed in a timely manner

File Management

• Organize and maintain online file database of program resources, documents and presentations for use of the FF Managing Director
• Ensure proper version control and sharing with teams

Event management

• As needed, organize team retreats or workshops and provide virtual and on-site support
• For large country team events, provide additional logistics support as needed

Financial and administrative reporting

• Support the Fish Forever Managing Director in completing internal financial and administrative requirements, including timesheet and expense reports and approvals
• Ensure the confidentiality of all transactions performed

Perform other tasks and functions as may be assigned by the Fish Forever Managing Director*
Qualifications: *
The candidate must be highly organized, a fast learner, and comfortable with the multi-tasking and flexibility required by a fast-evolving, complex program. S/he must be competent working in a diverse, global environment.

• Bachelor's degree or equivalent experience
• At least 3 years working as an Executive Assistant to a senior executive
• Ability to manage changing priorities and competing deadlines to ensure high quality standards
• Comfortable when talking with staff at all levels of an organization and the ability to provide persistent and tactful follow up
• Exceptional organizational skills and an extremely high level of interpersonal and problem-solving abilities for handling sensitive and confidential situations often in an international environment
• Proven ability to develop positive work relationships, including understanding the dynamics of working efficiently and effectively in a global organization
• Advanced level skills in computer software applications including word processing, spreadsheets, and presentation software (MS Office, MS Outlook and Smartsheet);

Rare is an equal opportunity employer and welcomes all to apply; EOE/M/F/D/VJob Type: Full-time