The Executive Assistant is primarily responsible for providing executive level support to the Vice President for Climate. This person will support the Vice President in several key areas to include: administrative support (travel, expenses, scheduling, invoices, etc.), research, budget management and reporting, and communications across a widely distributed team.
Based out of Audubon’s Washington, DC location, additional duties may include providing logistical support for senior leader at this national office by acting as the point-of-contact for guests and liaising with vendors for services, when needed. They will also assist with basic office management needs, such as ordering supplies, and setting up/organizing meetings and events.
The ideal candidate will possess strong judgment, prioritization and organizational skills. This person will have the ability to drive tasks/projects to completion under limited supervision and as part of a team.
- Maintain busy calendar and arrange extensive travel for the Vice President
- Prepare Vice President for meetings including printing documents, collecting supporting documentation and researching background information;
- Stay informed about major projects and current priorities as they relate to the Vice President’s goals and strategy;
- Prepare written communications, correspondence, and presentations on behalf of the Vice President;
- Answer and screen phone calls and emails as needed;
- 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 Vice President’s approval;
- Professionally handle confidential information including administration and personnel information;
- Assist other senior conservation leadership colleagues with budget tracking and special projects;
- Perform other duties as assigned.
- At least five years’ experience supporting a senior leader with demonstrable knowledge and effective schedule management.
- Extremely organized and detail-oriented with a commitment to excellence;
- High proficiency with MS Office applications; including Excel, Word, Outlook and PowerPoint, as well as other web-based tools such as Concur.
- 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 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 Vice President and senior conservation leadership team;
- 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.
- Interest in environmental issues and conservation preferred.
- Sense of humor a must.