• Executive Assistant

    Job Locations
    US-DC-Washington
    Type
    Regular, Full-Time
    Job Category
    Office/Support Services
    ID
    2019-3882
    City
    Washington
    State/Province
    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 executive level support to the Chief Conservation Officer (CCO) of the National Audubon Society.  The Executive Assistant will support the Chief Conservation Officer in five key areas: administrative support, project management, research, computer systems maintenance and meeting management. 

     

    Based out of Audubon’s Washington, DC location, s/he will provide logistical meeting support for senior leader 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 has 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, s/he will, on occasion, also assist the Senior Vice President for Conservation Policy with travel, calendars and expense management.

     

    **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 Chief Conservation Officer. Develop schedule effectively relative to CCO short-term needs, long-term plan and yearly goals.
    • Act as coordinator and manage CCO’s day and maximize efficient use of CCO’s time.
    • Prepare CCO for meetings including printing documents, collecting supporting documentation and researching background information.
    • Keep informed about major projects; learn and stay abreast of current priorities as they relate to the CCO’s goals and strategy.
    • Prepare written communications and correspondence on behalf of the CCO, including research as required.
    • Answer and screen phone calls and emails. Take messages and field questions as appropriate.
    • 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 CCO approval.
    • Professionally handle confidential information including administration and personnel information.
    • Act as liaison with other internal departments stakeholders and outside organizations.
    • Assist other senior conservation leadership colleagues with meetings and special projects.

    Qualifications and Experience

    • At least ten years’ experience supporting a senior-level executive with demonstrable knowledge of impactful schedule management.
    • Undergraduate degree preferred.
    • Extremely organized and detail-oriented with a commitment to excellence.
    • High proficiency with MS Office applications. 
    • 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 and resource 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 CCO and senior conservation leadership team.
    • Formidable coordination ability.
    • 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.  
    • Sense of humor a must.

     

     

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