Executive Assistant
Location: Chapel Hill, North Carolina
Immediate Supervisor: Director of Development
Division/Department: North Carolina State Office

Purpose of the Position

Provide administrative and clerical support to Executive Director, Development Director and Communications Director. Train under office manager in financial and budget systems to provide back up in these areas. Ensure smooth and efficient office operations in all aspects. The successful candidate will be a self-starter with a high standard of professionalism, excellent experience in executive assistant roles, and excellent organizational and communication skills.

Essential Functions

Secretarial: Answer phone and respond to inquiries. Compose and type correspondence. Handle incoming and outgoing mail. Manage bulk-mailing projects. Coordinate cyclical mailings (annual appeal, holiday cards, newsletter). Coordinate and implement meetings (board meetings, board retreat, staff retreat and donor meetings) conferences and special events (Annual Meeting, Chapter Day, major donor weekend and field trips).  Assist in travel arrangements.  Conduct research as needed.  Attend staff and other meetings as required. Maintain and improve filing systems. Coordinate work with outside vendors on time and on budget. Provide administrative and clerical support to Directors as requested.

Accounting:  Assist office manager in National Audubon Society accounting procedures and policies. Train on financial management and budget systems to act as back up to office manager.  Act as liaison to NAS regarding specific financial functions as designated.  Prepare and monitor contract agreements, memorandums of understanding and other documents as directed.

Information Services:  Maintain and troubleshoot Millennium and other databases to meet state office needs regarding members, donors, program participants, grant agencies etc.  Coordinate Audubon Chapter reports and provide support to chapters as directed.  Generate requests for reports from National office as needed. Find and correct inaccuracies in member or donor information and correct at National and state office level.

Development:  Maintain gift accounting, receipt and acknowledgement processing for donors of all levels. Track donor activity and accurately maintain donor records and files. Manage on-line donation tool.   Assist with cultivation of prospective donors as directed.  Participation in and assistance with special projects. Coordination of special events.  Assist in gathering supporting documents for grant proposal submissions.  Assist with annual appeal.  Act as liaison to Earth Share Campaign. Provide general support to Development Director. Additional administrative duties as requested.

Requirements

This is a key position regarding overall coordination of workflow for a staff of nine located across the state.  Main interactions will be with directors in the Chapel Hill office.  Professional administrative skills, positive attitude and high work ethic a must.  Must possess high functioning office and communication skills to adapt to varying organizational changes and a variety of assignments.  Willingness to learn new skills and take initiative in new project areas.  Must possess the ability to manage multiple tasks with accurate prioritization, meet deadlines, and operate in coordination with directors and staff.  Proficiency in Microsoft Office software, and organizational skills essential.   A can do attitude, strong conservation interest, and friendly personality with a good sense of humor are a plus.  Must be a self-starter, well organized and able to handle details while pursuing overall goals.  Will represent Audubon’s mission, goals and philosophies with professional standards.  Some weeknight and weekend hours required. Some overnight travel required.

Relationships

Internal:
Executive Director
Director of Development
Communications Director
Office Manager

NAS Development Staff
NAS Accounting Staff
NAS Finance Staff
NAS Communications Staff

External:
ESNC (EarthShare NC):  Key Liaison
General public
Regional press
Major donors
Foundation representatives
Corporate representatives
Board members
Local educational institutions

Typing and computer use required. Use of general office equipment including multi-line phone, copy machine, fax, printers, desktop and laptop computers, digital projectors.

 

Qualifications: (e.g., education, training, experience, licenses and skills)

• Desire to work in an office setting with multiple priorities.
• Proven experience working in an executive environment.
• Superior organizational skills & interest in a highly organized environment.
• Expert level skills in MS Word, Outlook, PowerPoint and Excel.
• High energy level and multi-tasking mentality essential.
• Ability to communicate both in writing and verbally in a diplomatic and professional manner, with ability to reduce complex issues to clear concise well written or spoken summaries.
• Ability to proofread well under pressure. A very high level of comprehension.
• North Carolina driver’s license.
• Ability to work required evenings and weekends.
• Fundraising experience a plus.

Physical Requirements: (e.g., lifting, reaching, climb, push/pull, etc.)

• Ability to lift, reach and move files, equipment and printed materials to 25 lbs.
• Must climb stairs to access office
• Modest outdoor activity related to bird watching – field trips with donors, special events.

The National Audubon Society's mission is to conserve and restore natural ecosystems, focusing on birds, other wildlife, and their habitats for the benefit of humanity and the Earth's biological diversity.

Audubon promotes a diverse workplace and is an equal opportunity employer. It is the policy of the National Audubon Society to employ the man or woman best qualified for the job regardless of race, color, religion, age, sex, sexual orientation, national origin, disability (handicap) or marital status.