How You’ll Contribute
The National Geographic Society invests in a diverse, global community of National Geographic Explorers who are leading a new age of exploration in support of our mission: to illuminate and protect the wonder of our world through science, exploration, education, and storytelling. These bold individuals represent more than 140 countries, and their vast array of backgrounds, perspectives, and fields bring us to the far reaches of the globe.Your Impact
Your Impact
Responsibilities Include:
Travel Logistics (30%)
Support a clear and consistent process for Pristine Seas personnel booking travel, ensuring efficiency, cost-effectiveness, and compliance with NGS policies while maintaining safety, well being, and productivity for personnel.
Identify and coordinate execution of bookings and reservations (visas, flights, hotels, ground transportation, etc) for team travel and VIP travel, in coordination with the PS team and travel agency, to support timely, efficient and safe travel for the Pristine Seas program.
Track all expedition and scout related travel using Pristine Seas’ travel tracking system.
Under the direction of the Director, support analysis of travel costs to inform budget owners locking in of dates and reasonable cost parameters for each expedition and scout.
Coordinate visa application process for traveling personnel;
Processing and Tracking Invoices & Expense Reports (30%)
Request and process all project related invoices via Workday for Pristine Seas’ Operations, Expeditions, Policy, Research, Education, and Media departments.
Ensure accurate coding, proper format, and invoice details meet requirements of Accounts Payable (e.g. matching vendor information, dollar amounts, international conversions, payment terms, etc).
Ensure back-up documentation is provided and uploaded into Workday and meets requirements of Accounts Payable (e.g. executed agreements, etc).
Track all projected related invoices with Pristine Seas’ budget tracking system
Manage, process, track, and reconcile Pristine Seas’ credit card purchases and executive travel expenses via Workday.
Review all contractor expense reports prior to submission and ensure all receipts and expenses meet the NGS Travel & Expense Policy.
Request additional information (receipts, statements, justification) from traveler or vendor as requested by Accounts Payable.
Program Administration (20%)
Collect and store required documents and information for staff and contractors participating in Pristine Seas programmatic activities.
Coordinating with NGS Medical Office, NGS Legal and HR to collect records for the purpose of travel, diving, and boating activities, in accordance with National Geographic Data Privacy guidelines;
Logistics and Events (20%)
Coordinate purchasing gear, equipment, and supplies for scouts and expeditions.
Oversee team storage closet and management of supplies, including gear intake and maintaining inventory counts.
Coordinate shipping of printed materials, apparel, and supply shipments for scouts and expeditions.
Coordinate printing materials such as agendas, brochures, and reports.
Support the development and execution of logistics for in-office team gatherings, meetings, VIP guest visits, in-country events, and full team retreat in collaboration with Program Operations and Strategy.
Support internal communications, scheduling, and team calendar, as needed.
Provide cross-departmental logistics support for events, virtually or in the field, as needed.
Educational Background
Bachelor’s degree
Minimum Years and Types of Experience
2 years of professional work experience. Experience in the non-profit and/or environmental sector is preferred but not required.
Necessary Knowledge and Skills
Experience or interest in travel logistics and finance
Excellent organizational skills with high attention to detail
Highly developed oral and written communication skills with competency in word processing and spreadsheet (Google Drive, Excel, Word, PowerPoint)
Ability to anticipate problems and find creative solutions to challenging situations
Strong interpersonal skills and ability to communicate professionally in a fast-paced, dynamic team environment
Ability to exercise good judgment and work with minimal instruction and supervision when necessary
Ability to maintain high standards of confidentiality
Strong personal and professional integrity
Proficient in basic computer programs (including Office suite, Google docs, etc)
Desired Qualifications
Degree or experience in travel management, finance, program management, or logistics preferred
Spoken and/or written fluency in a second language preferred
Familiarity and/or comfort with Adobe Creative Suite, contract management software, budgeting software, or field operations planning preferred
Supervision
No direct reports
Salary Information
The National Geographic Society offers a competitive and holistic total rewards package. Our compensation structure and transparent pay philosophy are based on industry-specific market data for similar-sized nonprofit organizations.
The salary range for this position accounts for a wide range of factors including but not limited to organizational need; specific skill sets; experience and training; certifications; and more. At the National Geographic Society, individuals are typically hired at or near the starting point of the salary range for their role, and compensation decisions are dependent on the facts and circumstances of each case.
The hourly range for this position is $25.13 - $26.45.In addition, the National Geographic Society offers a competitive and comprehensive benefits package that includes, but is not limited to, medical, dental, and vision insurance; engaging and comprehensive wellness program; 401(k) retirement savings plan with matching contributions after 6 months of employment; flexible paid time off benefits with up to 22 days of paid annual leave per calendar year (15 days for new hires in their first year, prorated based on the number of pay periods remaining in the year) and 10 days of sick leave; 12 paid holidays and a paid winter break between December 25 and 31 (May not apply to all roles that are required to work during high volume seasons or essential workers. Please check with the hiring manager for confirmation.); paid parental leave, adoption and surrogacy expense reimbursement, fertility benefits; learning and development opportunities; Lifestyle Spending Account; pet adoption assistance and insurance; pre-tax transportation benefits with a generous employer subsidy; employer-paid life insurance and disability benefit; and a variety of National Geographic discounts and perks.
Job Designation
Hybrid - At the Society, we believe in the advantages of coming together to build community, mentor and learn from colleagues, and connect more deeply with our mission. As a result, the majority of our staff are Hybrid. Our Hybrid category requires that staff work at Base Camp two days each week: every Tuesday and Wednesday. Hybrid staff are also always welcome to come in additional days each week if preferred.Candidates must be legally authorized to work in the United States. This position is not eligible for visa sponsorship.
We encourage you to apply even if your experience is not a 100% match with the position. We are looking for someone with relevant skills and experience, not a checklist that exactly matches the job description. We want to help you grow and in return, you help us grow into a stronger, more inclusive organization.