Administrative Assistant

ORGANIZATION
The Wildlands Conservancy (TWC), a California nonprofit public benefit organization, owns and stewards one of
the most diverse nature preserve systems in the west. Founded in 1995, is dedicated to preserving the beauty
and biodiversity of the earth and to providing programs so that children may know the wonder and joy of
nature.

LOCATION
The Executive Offices are located in Oak Glen, CA. Please see www.WildlandsConservancy.org for more
information about the organization.

THE POSITION
The Administrative Assistant at the Wildlands Conservancy’s Executive Offices performs a variety of
administrative, clerical, and support tasks. The position requires working independently and managing multiple
tasks and priorities, and rapidly shifting focus as priorities change. Handles confidential information with
discretion and diplomacy. Extensive computer skills and advanced spreadsheet proficiency is required.

The ideal candidate is resourceful, a good problem solver enjoys being organized, and takes a proactive
approach to day-to-day functions. Previous related experience preferably for a non-profit organization is
required.

ESSENTIAL FUNCTIONS
Primarily an office support position, responsible for fielding and appropriately directing telephone calls and
greeting visitors. Respond to phone and email inquiries about The Wildlands Conservancy’s mission, providing
information about our preserve system, education programs, and advocacy work.

Directly supports members of the Executive Team with a variety of tasks relating to a variety of executive
functions.

Provide administrative and clerical functions including word processing; composing, formatting, editing, and
proofreading documents, reports, and business correspondence, including writing on behalf of other staff;
scanning, copying; checking, and distributing the daily mail, and running errands for executive staff.

Develops and maintains complex spreadsheets, and updates databases to manage and track and analyze
detailed data and donor information.

Responsible for managing employee uniform orders and their distribution.

Develops and maintains office digital and hardcopy filing systems including document storage and retrieval.

Coordinates office functionality by determining office supply needs, ordering, stocking, and distributing office
supplies; interfacing with managed IT services providers to ensure optimal system uptime (i.e. troubleshooting
phone, computer, internet, and printer issues) and scheduling technicians to resolve issues if necessary. Assists
with scheduling independent contractors for work at the executive office.

Assists with managing TWC’s vehicle fleet, including maintaining vehicle digital and hardcopy files, requesting
fuel cards, preparing paperwork to buy or sell vehicles, coordinating DMV registrations, adding employees to
auto policy, distributing insurance cards and registration tags, and communicating changes being made to the
appropriate parties. Maintains vehicle and equipment tracking worksheets.

Makes travel arrangements for executive staff, such as booking flights, rental cars, making hotel reservations,
and communicating arrangements with other staff members.

Maintains organization and cleanliness within the office by coordinating cleaning services, promptly putting
away deliveries, organizing and storage room, and keeping common areas around the office tidy.

January, 25, 2024

Responsibilities include anticipating the needs of staff and providing excellent internal customer service.

Prepares for meetings by coordinating logistics, obtaining attendance confirmations, ordering food, and tidying
up the meeting room and kitchen. Assists with hospitality for special events, including traveling to other
locations setting up and closing down the event site.

Maintains the master calendar, reminds staff of upcoming deadlines and meetings, resolving scheduling
conflicts.

Maintains confidentiality of all information about the organization, personnel, and research matters.

Assists with other projects or assignments as needed.

CLASSIFICATION & COMPENSATION
Starting pay is $19.00 - $21.00 per hour dependent on experience, full-time, non-exempt, with the full-time
benefits package which includes medical, dental, vision, 401(k), flexible spending account, voluntary life &
Accidental Death & Dismemberment insurance, Employee Assistance Program, paid vacation, sick, and
holiday time. The schedule is Monday - Friday 8 am to 5pm, or 8 am to 4:30 pm when a 30-minute lunch is
taken. The position requires primarily working at Wildlands Executive Offices and occasionally requires travel to
other Preserves. In accordance with California’s pay transparency requirements, the pay scale for the position
is $19.00 to $24.00 an hour.

DIRECT SUPERVISOR
Chief Financial Officer

REQUIRED SKILLS/ ABILITIES
Excellent communication, professional writing, and presentation skills. Must be able to analyze and interpret
Wildlands documents, receive, and follow instructions, and adapt to rapidly changing priorities. Build strong
relationships with peers, the management team, and other departments within the organization. Identify and
resolve problems promptly, develop alternative solutions, and work well in group problem-solving situations.
Must work with honesty and integrity; understanding confidentiality is essential.

• Proficiency with Google Workspace, Microsoft Office Suite, and Adobe Acrobat Pro.
• Pass Live Scan criminal history background check and drug screen (post-job offer).
• Ability to operate a motor vehicle, valid Driver's License, and ability to be insured under Wildlands' auto

insurance policy per the Driver Acceptability Standards.

PHYSICAL DEMANDS
Prolonged periods of sitting at a desk and working at a computer. Perform routine standing, reaching, bending,
kneeling, speaking, hearing, seeing, and operating a motor vehicle; perform standard work functions such as
typing, learning, and speaking on the radio, telephone, and in person. Lift, carry, pull, and push a minimum of
15 pounds.

EQUAL EMPLOYMENT OPPORTUNITY
The Wildlands Conservancy is committed to the principles of equal employment. We are committed to
complying with all federal, state, and local laws providing equal employment opportunities, and all other
employment laws and regulations. It is our intent to maintain a work environment that is free of unlawful
harassment, discrimination, or retaliation based on an individual’s race (including, but not limited to, hair texture
and protective hairstyles such as braids, locks, and twists), color, religion, religious creed (including religious
dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical
condition (including cancer and genetic characteristics), genetic information, marital status, reproductive
health decision-making, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions),
gender (including gender identity and gender expression), age (40 years and over), sexual orientation, veteran
and/or military status, protected medical leaves (requesting or approved for leave under the Family and
Medical Leave Act or the California Family Rights Act), domestic violence victim status, political affiliation,
off-duty and off-premises use of cannabis, or any other status protected by federal, state, or local laws. The
Wildlands Conservancy is dedicated to the fulfillment of this policy in regard to all aspects of employment,
including, but not limited to, recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other
compensation, termination, and all other terms, conditions, and privileges of employment.

January 25, 2024

AT-WILL EMPLOYMENT
This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or
responsibilities that are required of the employee. Employment with The Wildlands Conservancy is on an
“at-will” basis. This means employment may be terminated at any time, with or without notice and with or
without cause. Likewise, we respect an employees right to leave Wildlands at any time, with or without notice
and with or without cause. Additionally, the terms of employment at TWC, including but not limited to,
promotion, demotion, discipline, transfer, compensation, benefits, duties, and location of work may be
changed by Wildlands at any time, with or without notice, and for any or for no reason.

Nothing in this document should be understood as creating a contract, guaranteed or continued employment,
a right to termination only “for cause,” or any other guarantee of continued benefits or employment or
interpreted, applied, or enforced to interfere with, restrain, or coerce employees in the exercise of their rights
under Section 7 of the National Labor Relations Act.

HOW TO APPLY

• E-mail cover letter and resume to: jobs@wildlandsconservancy.org

January 25, 2024