Administrative Assistant
National Audubon Society, Inc. - United States

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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, 43 Audubon Centers, Important Bird Area Programs in 46 states, and 700 staff across the country. Audubon is an Equal Opportunity Employer (EOE).

Position Summary:

The Administrative Assistant works with Audubon Florida's Executive Director and Development Director, primarily to assist with activities related to cultivating, soliciting and acknowledging donors and promoting Audubon to potential supporters. For development or fundraising functions the Assistant schedules meetings, organizes events, handles logistics, arranges travel, maintains records and prepares, edits and sends correspondence. The Assistant also works with the Executive Director on staff, board meetings and program communications and records. The Assistant will also be called on to help with activities related to marketing and communications.

Essential Functions:
  • Schedule and organize donor contact appointments and events, arrange travel and file expense reports.
  • Collect, manage and file donor contact records and data and organize follow-up.
  • Help prepare, edit and send fundraising proposals and solicitations.
  • Prepare, edit and send correspondence and donor acknowledgements and fulfillment for the Executive Director and Development Director.
  • Coordinate logistics for the Audubon Florida Board of Director and board committee meetings. Arrange for meeting sites, lodging and conference calls. Communicate meeting details, assemble and edit meeting agendas and packets. Maintain board meeting records.
  • Support donor and marketing events with facility logistics, food arrangements, invitations, name tags, signage, and follow-up activities.
  • Assist the Development Director and Donor Relations Manager in updating the grants tracking spreadsheet, donor and prospect pipeline, development calendar and other tracking tools.
  • Prepare mailing lists, perform mail merges, and coordinate the direct mailing of solicitations, invitations and cultivation pieces.
  • Assist in maintaining donor and prospect records.
  • Support the Executive Director in coordinating staff meetings and events and maintaining staff records.
  • Organize development office including filing, and maintenance of records and mailings.
  • Assist with special projects as needed.
  • Other duties, tasks and projects as assigned by the Executive Director and Development Director.

Qualifications and Experience:
  • High School Diploma required; college degree preferred
  • 5 years of demonstrated administrative and/or executive support experience required
  • Excellent writing, editing and telephone communication skills
  • Highly proficient in all Microsoft Office Suite 2010 programs
  • Highly organized, detail-oriented, disciplined, self-starter with the ability to make sound independent judgments when needed and the ability to seek guidance where appropriate
  • Results and team oriented and motivated to assist the leadership in meeting fund-raising targets to support expanded conservation work
  • Ability to multitask in a fast paced environment and work virtually using conferencing and web-based tools
  • Confident and enthusiastic about making calls to set appointments
  • Experienced in database management and performing data entry with a high degree of accuracy
  • Demonstrated experience in meeting and event coordination
  • Ability to occasionally travel and work overtime and weekends, as needed
  • Knowledge of fundraising, sales, marketing, non-profit management and conservation preferred
  • Ability to maintain confidentiality and manage sensitive information
  • Must be able to lift boxes weighing up to 40 pounds
  • Must possess a valid driver’s license and be able to rent and drive a rental vehicle

About this company
National Audubon Society is committed to conserving and restoring natural ecosystems, focusing on birds and other wildlife for the benefit...