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National Audubon Society · 1 week ago

Senior Administrative Coordinator

United States

Full-time

Remote

Mid, Senior Level

$34/hr - $38/hr

3+ years exp

The National Audubon Society is a leading nonprofit conservation organization dedicated to protecting birds and their habitats. The Senior Administrative Coordinator plays a vital role in providing high-level administrative and operational support to senior leaders, ensuring seamless executive support functions through expert organization and communication.

EducationNon ProfitPublishingWildlife Conservation

Responsibilities

Manage complex calendars for senior leaders, ensuring efficient scheduling and prioritization of meetings, travel, and deadlines

Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itinerary management

Prepare and submit expense reports, process invoices, and reconcile purchasing card transactions in accordance with organizational policies

Track departmental budgets and assist with financial reporting and documentation as needed

Support meeting preparation by gathering materials, drafting agendas, organizing logistics, and conducting background research as needed

Attend meetings to take accurate notes, track action items, and ensure timely follow-up and completion of deliverables

Maintain organized administrative systems such as digital filing, document management, and tracking tools to optimize team efficiency

Serve as a liaison between leaders, staff, and external partners, ensuring timely and professional communication

Draft, proofread, and edit correspondence, reports, and presentations for internal and external audiences

Monitor and track team budgets, expenses, and project timelines, supporting financial and operational reporting needs

Develop preliminary drafts of standard contracts

Coordinate logistics for team meetings, retreats, and special events, including securing venues, managing catering, and handling technology needs

Maintain confidentiality and discretion in handling sensitive information, personnel matters, and organizational data

Assist with special projects and administrative initiatives as assigned, demonstrating flexibility and a proactive approach

Other job-related duties as assigned

Qualification

Calendar managementTravel coordinationMS Office proficiencyCommunication skillsBudget trackingDocument managementProblem-solvingSpanish fluencyInterpersonal skillsAttention to detailTeam collaboration

Required

Bachelor's degree and 3 – 5 years of administrative experience supporting executives or senior leaders with demonstrated knowledge of impactful schedule and travel management

Must be extremely organized, detail-oriented, and able to work effectively under pressure while juggling multiple tasks

Proven administration and time management skills and ability to complete a high volume of varied responsibilities in a fast-paced setting with keen attention to detail, thoroughness, and accuracy

Self-driven with the ability to work well in a team setting, as well as unsupervised

Excellent written and verbal communication skills, as well as a strong ability to edit and proofread documents

Demonstrated proactive approaches to problem-solving with strong decision-making capability

High proficiency with MS Office, Slack, and Asana applications

Strong technical skills, including high-level comfort with travel/travel programs, apps, sites, and tools

Outstanding interpersonal skills, as this job requires frequent interaction with diverse individuals including external partners and staff at all levels

Ability to create strong relationships, both inside and outside the organization, and represent the program in the most effective and gracious manner

Flexibility and willingness to occasionally work extended hours and/or travel to accommodate unexpected issues, workload, meetings, or events

Ability to maintain confidential information and exercise discretion

Commitment to Audubon's organizational values of care, collaboration, change, integrity, impact, and innovation

Preferred

Fluent in Spanish if covering an area with one of Audubon's Spanish speaking teams

Experience fostering inclusive and collaborative work environments is valued

Company

National Audubon Society

Glassdoor3.2

The National Audubon Society protects birds and the places they need, today and tomorrow, throughout the Americas using science, advocacy, education, and on-the-ground conservation.

Founded in 1905

New York, New York, USA

501-1000 employees