• Administrative/Development Assistant

    Job Locations
    US-FL-Naples
    Type
    Regular, Full-Time
    Job Category
    Office/Support Services
    ID
    2018-3649
    City
    Naples
    State/Province
    FL
  • 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

    Reporting to the Assistant Sanctuary Director, the Administrative/Development Assistant of the Corkscrew Swamp Sanctuary and Blair Audubon Center will be responsible for management and coordination of administrative support for the Assistant Director, Sanctuary Director and 20 person staff.  S/he will ensure smooth office operations by proactively addressing needs related to technology, supply ordering, meeting logistics and day-of support, as well as tracking purchases and rectifying accounts. The Assistant will also help CSS ensure fundraising success by coordinating acknowledgment letters to donors, and supporting miscellaneous activities such as on-site recognition events.

    Essential Functions

    Office Support

    • Complete various mailings for the Director(s).
    • Create tracking mechanism for issuing Audubon keys and codes to staff.
    • Oversee the registration and insurance renewals for vehicles.
    • Responsible for CSS's reservations, including vehicles, classrooms and cabins.
    • Keep office/center supplies stocked, ordering new items as needed; ensure shared work spaces are well organized.
    • Oversee the master calendar for CSS, ensuring that all events, internal meetings and holidays are noted; manage classroom rentals as well.
    • Prepare for and set up board, staff meetings occuring at CSS, to include overseeing catering, IT needs and material preparation.
    • Keep track of CSS credit cards and memberships, making purchases as needed.
    • Coordinate printing and delivery of marketing and development materials.
    • Act as point person for IT needs; liaise with vendors and the NAS IT Department when troubleshooting is needed. Track leased equipment and manage related contracts.
    • Assist with public inquiries by answering phones and relaying individuals to the correct contact at CSS.
    • Help onboard new employees and coordinate with the NAS HR Department, as needed.
    • Other duties as assigned by the Sanctuary Director and/or Assistant Sanctuary Director.

    Development Support

    • Track charitable gifts giveaways to other organizations, including certificates for buggy tours.
    • Re-order and print giving and certificates.
    • File liability releases from donor buggy tours organized by the Sanctuary Director and Development Manager.
    • Create files, disseminate materials and track conservation partners, including invoices.
    • Order plaques and plaque changes for the Board, volunteers and corporate partners program.
    • Create invoices and track pledge reminders for the Cypress Council.
    • Understand and access EveryAction and Salesforce donor databases.
    • Process and set up memorial funds, track and send/reply to information from donors.
    • Provide giving reports to Development Manager and support annual mailings.

    Qualifications and Experience

    • Bachelor’s Degree and 1-2 years of administrative support experience required. An equivalent combination of education and experience will also be considered.
    • Self-driven with the ability to work well in a team setting, as well as unsupervised.
    • Strong organizational and interpersonal skills, with the ability to work with a diverse group of individuals.
    • A creative and a systems-focused thinker who is interested in innovating processes.
    • Proficient in Microsoft Office products and comfortable working in databases; experience with EveryAction and/or Salesforce a strong plus.
    • Strong writing and communication skills a must.
    • Nonprofit experience with donors and with environmental organizations desired.
    • Commitment to conservation and mission of the National Audubon Society.
    • Willingness to work occasional weekends or evenings as necessary.

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