National Audubon Society, Inc

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Executive Assistant

at National Audubon Society, Inc

Posted: 7/6/2019
Job Reference #: 4097
Keywords: office

Job Description

  • Job Locations
    Regular, Full-Time
    Job Category
    Office/Support Services
  • Overview

    Now in its second century, Audubon is dedicated to protecting birds and other wildlife and the habitat that supports them. Audubon’s mission is engaging people in bird conservation on a hemispheric scale through science, policy, education and on-the-ground conservation action. By mobilizing and aligning its network of Chapters, Centers, State and Important Bird Area programs in the four major migratory flyways in the Americas, the organization will bring the full power of Audubon to bear on protecting common and threatened bird species and the critical habitat they need to survive. And as part of BirdLife International, Audubon will join people in over 100 in-country organizations all working to protect a network of Important Bird Areas around the world, leveraging the impact of actions they take at a local level. What defines Audubon’s unique value is a powerful grassroots network of nearly 500 local chapters, 23 state offices, 41 Audubon Centers, Important Bird Area Programs in 50 states, and 700 staff across the country. Audubon is a federal contractor and an Equal Opportunity Employer (EOE).

    Position Summary

    The Executive Assistant is primarily responsible for providing executive level support to the Vice President for Climate. This person will support the Vice President in several key areas to include: administrative support (travel, expenses, scheduling, invoices, etc.), research, budget management and reporting, and communications across a widely distributed team.

    Based out of Audubon’s Washington, DC location, additional duties may include providing logistical support for senior leader at this national office by acting as the point-of-contact for guests and liaising with vendors for services, when needed. They will also assist with basic office management needs, such as ordering supplies, and setting up/organizing meetings and events.

    The ideal candidate will possess strong judgment, prioritization and organizational skills. This person will have the ability to drive tasks/projects to completion under limited supervision and as part of a team.

    Interested candidates must submit a cover letter when applying to this position. Candidates without cover letter submission will not be considered.

    Essential Functions

    • Maintain busy calendar and arrange extensive travel for the Vice President
    • Prepare Vice President for meetings including printing documents, collecting supporting documentation and researching background information;
    • Stay informed about major projects and current priorities as they relate to the Vice President’s goals and strategy;
    • Prepare written communications, correspondence, and presentations on behalf of the Vice President;
    • Answer and screen phone calls and emails as needed;
    • Proofread, edit, and facilitate documents and reports requiring multiple senior leadership input;
    • Organize meetings with internal stakeholders as well as outside organizations;
    • Create and maintain administrative systems;
    • Facilitate expense reports, invoices, contracts, and other documents requiring Vice President’s approval;
    • Professionally handle confidential information including administration and personnel information;
    • Assist other senior conservation leadership colleagues with budget tracking and special projects;
    • Perform other duties as assigned.

    Qualifications and Experience

    • Associate's degree or equivalent from two-year College or technical school. Bachelor’s degree strongly preferred.
    • At least five years’ experience supporting a senior leader with demonstrable knowledge and effective schedule management.
    • Extremely organized and detail-oriented with a commitment to excellence;
    • High proficiency with MS Office applications; including Excel, Word, Outlook and PowerPoint, as well as other web-based tools such as Concur.
    • Impeccable technical skills, including high-level comfort with — travel / travel programs, apps, sites, tools; demonstrated ability to stay abreast of time and effort enhancing tools;
    • High comfort level with numbers and the ability to interpret budgets;
    • Strong written and oral communication skills. Research-savvy; internet proficient;
    • Outstanding interpersonal skills, as this job requires frequent interaction with diverse individuals including board trustees and funders;
    • Ability to create strong relationships, both inside and outside the organization, and represent the program in the most effective and gracious manner;
    • Poised, confident, self-directed and assertive with high energy, resourcefulness, adaptability and creativity;
    • Intuitive, with a proactive focus on supporting the goals of the Vice President and senior conservation leadership team;
    • Ability and maturity to manage up as well as down;
    • Excellent judgment and discretion;
    • Ability to focus, multi-task, prioritize and meet deadlines in a rapidly moving environment;
    • Enjoys a fast-paced and entrepreneurial culture.
    • Interest in environmental issues and conservation preferred.
    • Sense of humor a must.