Executive Assistant

Job Locations
US-IL-Chicago | US-NY-New York | US-DC
Regular, Full-Time
Job Category
Office/Support Services
Additional Location : City
New York
Additional Location : State/Province


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 approximately 450 local chapters, 120 campus chapters, 17 state and regional offices, 34 Audubon Centers, Important Bird Area Programs in 50 states, and 700 staff across the country. 


The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identify, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.


The National Audubon Society endeavors to make https://careers-audubon.icims.com/ accessible to any and all users.  If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Accommodations@audubon.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.


Position Summary

The Executive Assistant is primarily responsible for providing executive level support to the Senior Vice President, States (SVP) and the Flyway Vice Presidents, as needed. The Executive Assistant will support the Field Leadership Team in three key areas: administrative support, project management, research, and meeting management.  The ideal candidate will possess strong judgment, prioritization and organizational skills and can drive tasks/projects to completion under limited supervision and as part of a team. This position requires great attention to detail and organization of many ongoing tasks to be coordinated simultaneously.  The Executive Assistant must be able remain calm under pressure, meet deadlines and be courteous and prompt in response to others making requests of the SVP. 


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

Essential Functions

  • Maintain complex calendar and arrange extensive travel for the SVP, States. Develop and maintain SVP’s schedule to balance their short-term needs, and long-term organization commitments.
  • Act as coordinator and manage SVP’s day and maximize efficient use of SVP’s time. Provide support for Flyway VPs calendars as requested.
  • Prepare SVP for meetings including printing documents, collecting supporting documentation, briefing on meeting purpose, and researching background information.
  • Keep informed about major projects; learn and stay abreast of current priorities as they relate to the SVP’s goals and strategy.
  • Prepare written communications and correspondence on behalf of the SVP, 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.
  • Utilize good judgment in the organization and prioritization of calendars; proactively and efficiently keep leaders up-to-date through recurring check-in meetings.
  • Organize meetings with internal stakeholders as well as outside organizations.
  • Create and maintain administrative systems.
  • Facilitate expense reports, invoices, contracts, and other documents for SVP and Flyway VPs and those requiring SVP approval.
  • Professionally handle confidential information including administration and personnel information.
  • Act as liaison with other internal departments, stakeholders, and outside organizations.
  • Assist other members of the Field Leadership Team with meetings and special projects as assigned.

Qualifications and Experience

  • At least seven years’ experience supporting a senior-level executive with demonstrable knowledge of impactful schedule management.
  • Extremely organized and detail-oriented with a commitment to excellence.
  • Strong written and oral communication skills.
  • High proficiency with MS Office applications.
  • Strong technical skills, including high-level comfort with travel / travel programs, apps, sites, tools; demonstrated ability to stay abreast of time and effort enhancing tools.
  • 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 SVP and senior executive 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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