Administrative Specialist, Singapore

**OFFICE LOCATION**:
Singapore

**WHO WE ARE**:
The mission of The Nature Conservancy (TNC) is to conserve the lands and waters upon which all life depends. As a science-based organization, we develop innovative, on-the-ground solutions to the world’s toughest environmental challenges so that people and nature can thrive. Our work is guided by our values, which include a commitment to diversity and respect for people, communities, and cultures. From a rewarding mission to career development and flexible schedules, there are many reasons to love life #insideTNC. Want to know more? Check out our TNC Talent playlist on YouTube to hear stories from staff or visit Glassdoor.

**WHAT WE CAN ACHIEVE TOGETHER**:
The Administrative Specialist will be responsible for a variety of administrative support tasks, which include domestic and international travel arrangements, calendar management, answering phones, drafting correspondence, processing expenses, and scheduling and coordinate logistics of meetings and special events. They will use available systems and resources to maintain, track and research data, and produce and review reports for supervisor. They will provide guidance in satisfying administrative requirements based on extensive knowledge of policies and procedures. They will implement processes and practices to improve effectiveness. The Administrative Specialist will coordinate activities with multiple variables, setting realistic deadlines and managing the timeline. They will effectively communicate or distribute information to assist staff in making decisions, solving problems, and improving workflow. They will perform administrative functions for program, as required.

Specifically, the Administrative Specialist will provide the following:
**Operations Support**
Office Management
- Organize office operations and procedures
- Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
- Coordinate with TIS on all office equipment
- Provide general support to visitors
- Coordinate office staff activities to ensure maximum efficiency

Events Management
- Plan and organize events as required, including researching, and hiring vendors, booking venues, planning transportation, inviting participants, creating signages, etc.
- Negotiate contracts with venue personnel, caterers, hospitality staff, A/V providers, and other vendors to acquire necessary services and activities for events while meeting budgetary objectives.

Contract Management
- Collaborate with internal procurement/finance, legal and human resources teams to ensure contracts' compliance.

Travel Management

**Secretarial Support**
- Maintain calendars, including scheduling meetings, appointments, travel arrangements for the Deputy Managing Director, Operations and Strategy, Asia Pacific, Interim Country Director, Singapore and Senior Lead Scientist & Director of Conservation, Asia Pacific.
- Review/Approve timesheets and expenses for the direct reports of the Deputy Managing Director, Operations and Strategy, Asia Pacific

**HR Support**
- In close coordination with the HR Manager, Asia Pacific, and external vendors, administer benefits for the Singapore-based employees.
- Provide Deltek time reporting training to new hires

**RESPONSIBILITIES & SCOPE**
- Act independently on assigned tasks and exercise independent judgment based on analysis and experience; work is diversified and may not always fall under established practices and guidelines.
- Work within scope of program’s strategic goals.
- Coordinate projects with several variables, work within a defined timeline and budget.
- Demonstrate sensitivity in handling confidential information.
- Perform non-routine analysis, research, and follow-through.
- Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements.
- Make purchases, process invoices, contract with vendors, and assist with budget preparation.
- May act as a resource to others to solve problems and act in supervisor’s stead when instructed.
- Provide input through project teams for the improvement of existing programs.
- Refer difficult questions and unusual problems to supervisor.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

**WHAT YOU'LL BRING**:

- Bachelor’s degree and 2 years’ experience or equivalent combination.
- Experience generating reports and interpreting data.
- Experience in business writing, editing, and proofreading.
- Experience organizing time and managing diverse activities to meet deadlines; and
- Experience working across teams and communicating with a wide range of people

**DESIRED QUALIFICATIONS**
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
- Ability to analyze information for the purpose of coordinating and planning activities and solving problems.
- Ability to use existing technology to achieve desired re