Job Description

Work with the President to manage her calendar, scheduling meetings with donors, Board members, staff, and external partners. Serve as a professional point of contact for the President’s Office, handling communications with discretion and confidentiality. Prepare briefing materials, agendas, correspondence, and follow-up notes for donor, Board, Leadership (with SVP), and executive meetings. Coordinate logistics for Board meetings, committee meetings, and executive-level events, including preparation of materials, attendance lists, and follow-up communications. Provide administrative and logistical support to the Senior Vice President and Leadership team as requested, including preparation of materials, coordination of logistics, and tracking follow-up actions. Support organization and maintenance of shared digital files, resources, and assets to improve accessibility and consistency across teams.

Assist with donor engagement and stewardship activities, including drafting and coordinating personalized correspondence and communications at the direction of leadership. Maintain accurate donor records in the CRM/database, including contact reports, meeting notes, and giving history for the President and Director of IA. Assist the President, Director of IA, and Events Coordinator with planning logistics and preparation for cultivation events and – in the future – capital campaign events. Provide administrative support for major gift and leadership giving activities through research, scheduling, and follow-up tracking. Coordinate donor visits, tours, and cultivation meetings. Attend Advancement Team meetings and provide administrative support such as note-taking and tracking assigned follow-up items, serving as backup as needed. Attend Communications team meetings as needed to provide administrative support, including notetaking, tracking assigned follow-up items, and assisting with organization of shared materials related to Advancement activities.

Prepare reports, spreadsheets, and presentations related to fundraising performance and donor engagement. Track expenses, process invoices, and support budget monitoring for the President, SVP, and Director of IA – as requested. Coordinate with Operations Team to ensure supplies and materials are available to the supported offices. Maintain organized digital and physical filing systems. Provide backup support to other institutional staff as needed and assigned in support of organizational priorities.

Minimum of a high school diploma is required; associate or bachelor’s degree is preferred. 3+ years of administrative support experience, preferably supporting senior leadership. Proficiency in Microsoft Office systems and familiarity with donor databases/CRM systems. Demonstrated ability to handle diverse, complex tasks independently, efficiently, accurately and under time constraints. Professional, proactive, and service-oriented approach. Strong written and verbal communication skills. Ability to organize, set goals, and meet deadlines; attention to detail. Ability to manage competing priorities and deadlines in a fast-paced environment Comfort working in a collaborative, mission-driven environment with evolving priorities and the ability to adapt to changing needs. Professional appearance and demeanor for both workplace and donor interactions. Commitment to confidentiality and ethical fundraising practices Commitment to wildlife, conservation, and the environment Valid driver’s license

Previous experience in conservation, wildlife, and/or nonprofit environments. Experience working with donors and advancement offices. Demonstrated initiative and resourcefulness in managing assignments and solving administrative challenges. Strong interpersonal skills and comfort interacting with Board members, donors, other staff, and external partners. Experience supporting multiple supervisors or working within a collaborative leadership environment.

Able to sit for long periods of time. Able to drive a car. Able to lift up to 10 pounds.

An hourly rate of $18.25 per hour, with additional compensation for overtime. The work week will be Monday through Friday from 9 a.m. to 5 p.m. Occasional evening or weekend work required for donor events and Board meetings. 80 hours of vacation time per year 40 hours of personal time per year 48 hours of sick time per year [accrued 2 hours per pay period] 50% health insurance coverage for employee through a group plan

Resume Letter of Interest Three references

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Job Tags: assistant, executive, and office. Salaries: 40,000 - 60,000.

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