Reporting to the 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 Director, Assistant 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.
Areas of Responsibility:
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 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 sets up memorial funds, track and send/reply to information from donors.
- Provide giving reports to Development Manager and support annual mailings.
Educational Background:
Bachelor’s Degree and 1-2 years of administrative support experience required.
Skills/Experience:
- 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.
Job Function:
Organization Info
Listing Stats
Post Date:
Feb 27 2018
Active Until:
Mar 27 2018
Hiring Organization:
National Audubon Society
industry:
Nonprofit