Executive Assistant

US-DC-Washington
Type
Regular, Full-Time
Job Category
Office/Support Services
ID
2017-3355
Washington
DC

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 high-quality administrative support to the Chief Conservation Officer (CCO) and Vice President for Conservation Policy, including managing email and calendars, travel needs, expenses and other tasks. Based out of Audubon’s Washington, DC location, s/he will provide logistical meeting support for senior leaders at this national office, including acting as the point-of-contact for guests and liaising with vendors for services, when needed. Additionally, the EA is the space’s go-to person for all office management needs, such as ordering supplies, paying invoices, and troubleshooting facilities issues as they arise.

The ideal candidate will possess strong judgment, prioritization and organizational skills and have the ability to drive tasks/projects to completion under limited supervision and as part of a team. While the EA is charged with supporting the CCO and VP for Conservation Policy, s/he will, on occasion, also assist the Vice President for Equity, Diversity & Inclusion with travel and expense management.

 

Candidates should also submit a cover letter when applying to this position.

Essential Functions

  • Provide personal support to the CCO and VP including: scheduling of activities, writing correspondence, answering inquiries, maintaining Outlook calendars, making travel arrangements, and reconciling expenses.
  • Prepare and edit correspondence, communications, presentations and other documents, as requested.
  • Organize and secure logistical details for all internal and external meetings involving senior management, board members, partners and/or donors.
  • Monitor, screen, respond to and distribute incoming communications.
  • Utilize good judgment in the organization and prioritization of calendars; proactively and efficiently keep leaders up-to-date through recurring check-in meetings.
  • Manage research and prepare appropriate briefing materials for each function/meeting the CCO/VP is required to attend, including background materials, reports, etc.
  • Prepare agendas and take notes at internal meetings, as requested.
  • Track and prioritize tasks for the CCO, with a focus on actions surrounding strategic conservation priorities.
  • Lead office management tasks for the Washington, DC location, including paying invoices in a timely manner, distributing mail and packages, ordering supplies, troubleshooting facilities issues with the building and/or external vendors and coordinating with supervisors and HR on new hire needs.
  • Other duties and special projects as assigned by the CCO and VP.

Qualifications and Experience

  • Associate’s degree and 4-5 years of professional administrative experience required, including at least 2 years supporting an executive or other senior leader in an organization. An equivalent combination of education and experience will also be considered.
  • Proven administration and time management skills and ability to complete a high volume of varied responsibilities in a fast‐paced setting with keen attention to detail, thoroughness and accuracy.
  • Excellent written and verbal communication skills, as well as a strong ability to edit and proofread documents.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Strong interpersonal skills and the ability to work both independently and as part of a team.
  • Must be extremely organized, detail-oriented and able to work effectively under pressure while juggling multiple tasks.  Ability to cope with volume, frequent changes in priorities, and many interruptions throughout the day.
  • Ability to interact with a wide range of individuals in person and over the phone, applying judgment, tact and discretion as situations demand.
  • Technically savvy, including advanced proficiency with Microsoft Office suite applications, including Excel, Word, Outlook and PowerPoint, as well as other web-based tools such as Concur.
  • Flexibility and willingness to work extended hours and/or travel to accommodate unexpected issues, workload, meetings or events.
  • Demonstrated ability to work with confidential, sensitive information.
  • Genuine interest in conservation and the mission of the National Audubon Society also necessary.

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