Galapagos Conservancy

Role Description The Board Liaison & Executive Assistant provides highly responsive administrative, operational, and project management support to Galápagos Conservancy’s Chief Executive Officer (CEO), Board of Directors, and Executive Team. This position plays a critical role in ensuring organizational effectiveness by managing board coordination, supporting senior leadership workflows, preparing materials for key meetings, and supporting strategic initiatives across the organization. The ideal candidate is an experienced, self-driven professional who thrives in a fast-paced environment, is exceptionally organized, and has outstanding interpersonal and communication skills. This role requires discretion, sound judgment, and the ability to manage complex and confidential information with professionalism. This is a unique opportunity for a detail-oriented and proactive individual to play a pivotal role in the day-to-day functioning of the CEO’s office and governance operations during a transformative period for the organization. Qualifications - 3+ years of experience in an administrative, executive support, or board relations role, preferably within a nonprofit organization - Strong understanding of nonprofit governance structures and Board operations - Demonstrated ability to manage multiple priorities, meet tight deadlines, and work effectively in a rapid-paced environment - Exceptional organizational skills and attention to detail - Strong interpersonal skills, with the ability to communicate professionally with senior leaders, board members, donors, and staff - High level of discretion and ability to handle confidential information with integrity - Excellent written and verbal communication skills - Strong proficiency with Microsoft Office Suite, Zoom, DropBox - Ability to work to accommodate US/Ecuador time zones Requirements - Familiarity with board management platforms (e.g. Boardable, OnBoard, BoardEffect) - Experience with nonprofit compliance and governance best practices - Bilingual: Spanish/English Benefits - Health, dental, and vision insurance - Life insurance - Disability insurance - Vacation and sick leave - 401k - Flexible working hours - Part-time hourly position estimated at 20 - 28 hours per week - Pay rate of $28–$35 per hour, commensurate with experience

Reports to: VP of Advancement Location: Remote in the US, or in Washington, DC Salary: $70,000 - $90,000 Position Summary Galápagos Conservancy is seeking a proactive, detail-oriented Institutional Giving Officer (IGO) to build and strengthen our institutional funding program— targeting foundations, corporate partners, and institutional grants that support the conservation and restoration of the Galápagos Islands. As the organization’s only dedicated institutional fundraising role, the IGO will lead prospect research, grant and proposal writing, and coordination across programs, finance, and senior leadership to meet submission deadlines and deliver impactful outcomes. Working closely with the VP of Advancement, this role offers a unique opportunity for a motivated fundraising professional to define and grow an institutional giving stream and to set the foundation for future team growth and leadership. Key Responsibilities Prospect Research & Portfolio Development - Conduct research to identify foundations, corporate giving programs, and institutional funders aligned with Galápagos Conservancy’s mission and priorities. - Maintain an active pipeline of institutional prospects; track opportunities, deadlines, and funder interests. - Provide briefing materials and profiles on prospects for the VP of Advancement and CEO, recommending cultivation strategies and potential asks. - Familiarity with foundation databases and directories, and grants management software. Grant Writing, Submission & Deadline Management - Draft letters of inquiry, proposals, budgets, and supporting documentation for institutional funders (foundations, corporations, agencies). - Work with program staff, finance, and external partners to gather accurate data, outcomes, narratives, budgets, and donor-reporting materials. - Ensure all submissions comply with funder guidelines, format requirements, and internal review processes. - Maintain a grant calendar and ensure all deadlines for LOIs, proposals, and reports are met in a timely manner. Internal Coordination & Information Management - Serve as a liaison between Programs, Finance, Communications, and the VP of Advancement to source timely information for proposals and reports. - Manage documentation and tracking of institutional grants: award letters, budgets, deliverables, reports, renewals, etc. - Ensure the donor database/CRM is updated with institutional funder records, interactions, submission outcomes, and acknowledgments. Stewardship & Reporting - Support institutional funder stewardship by preparing customized donor-reporting materials, site-visit briefings, and impact updates. - Work with Communications and Programs to craft compelling funder narratives and visual content that demonstrate conservation impact. - Ensure all institutional funders receive acknowledgments, reports, and materials in line with organizational timelines and funder expectations. Strategic Collaboration & Growth - Contribute to institutional fundraising strategy: assist the VP of Advancement in setting institutional funding goals, identifying priority program areas, and reviewing performance. - Prepare senior leadership (VP of Advancement, CEO, Board) with briefing materials, talking points, and meeting logistics for institutional funder engagements. - Identify conferences (such as Skoll World Forum) and key moments to build new relationships with funders. Support the organization’s presence by researching good funding matches, outreach, and scheduling meetings. Why Join Galápagos Conservancy You will play a pivotal role in scaling institutional support for one of the most iconic ecosystems on the planet. As our only dedicated Institutional Giving Officer, you will shape the future of our grant-funding strategy, work directly with senior leadership, and see the direct impact of your work in the field. Join a passionate team committed to science-based conservation and meaningful long-term results.

Position Summary  The Operations Officer supports the Vice President of Operations to ensure that Galápagos Conservancy operates smoothly, efficiently, safely and in alignment with organizational values and strategic priorities. This role supports internal operations across human resources, grants implementation, financial management, legal compliance, organizational systems, administrative support and other critical organizational functions.   Key Responsibilities  1. Human Resources Support  Hiring & Onboarding  - Work with VP and department heads to maintain Terms of Reference/Job Descriptions up-to-date and create new ones as needed  - Assist with creation of job descriptions and posting of positions  - Provide support for initial screening of candidates for open positions, ensuring implementation of   - Facilitate set-up and purchase of equipment and software for new hires  - Support the implementation of onboarding plans for new staff  Organizational Culture & Employee Engagement  - Working with the Operations team as a whole, implement the annual staff retreat, including logistics and coordination of activities in conjunction with the Leadership Team  - Document and facilitate the implementation of professional development plans for staff  - Coordinate regular (minimally annually) review of Employee Handbook  2. Organizational Systems and Internal Operations  - Coordinate the development and proper documentation of Standard Operating Procedures (SOPs).  - Support core administrative and operational systems, including office operations, IT infrastructure, file management, data security protocols, and vendor relationships.  3. Grants Implementation  - Work with Ecuador team to ensure the successful implementation of annual grants lifecycle (from selection process to close).  - Support and ensure the use of grants database [SurveyMonkey Apply] for grants applications, reporting, and financial tracking.  - Provide administrative support to grants-related staff as requested.  4. Compliance, Legal, and Risk Management  - Ensure compliance with all organizational policies  - Support state charitable registrations, insurance requirements, and organizational filings.  - Facilitate the proper documentation of contracts and other legal documents of the organization.  - Implement organizational risk policies and documentation.  5. Finance and Budget Coordination  - Comply with and help ensure organizational compliance with finance policies  - Provide additional support to  the accounting function of the Operations team as needed.  6. Administrative Support  - Provide general administrative support to the Operations team as assigned, including the preparation of needed reports.  - Suggest improvements to streamline processes and reduce inefficiencies.