Executive Assistant

Job Description

Position: Executive Assistant

Hours: Monday – Friday, 40 hours per week. Frequent overtime, some travel required

Pay: starting between $24 - $25 per hour

Department: SCF Administration

Location: San Antonio, TX 78245

Who We Are

Hunting is an ancient tradition passed down from the earliest times of man to the present day. Hunters participate directly in the natural world and care enough to make sure that it continues in all of its awesome beauty and diversity.

Safari Club International (SCI) is a U.S.-based organization of more than 50,000 hunters and nearly 200 chapters worldwide, dedicated to protecting the right to hunt and to promote wildlife conservation. Between SCI and its sister organization, the SCI Foundation, we have put more than $70 Million on the ground for conservation since 2000. In the U.S. and abroad, hunters are part of a system that keeps the rivers, forests and fields intact and maintains the wildlife.

Safari Club International Foundation (SCIF) has a 20-year history of being a leader in science-based, research-driven solutions to real problems facing wildlife conservation and sustainable use of wildlife resources. We partner with leading wildlife researchers at places like the Wyoming Migration Initiative at the University of Wyoming, the Center for Global Wildlife Conservation at SUNY-ESF, and the W.A. Franke College of Forestry and Conservation at the University of Montana, to bring the latest applied techniques to wildlife conservation issues.

Summary

This position reports to the CEO and performs a variety of high-level administrative functions for various Senior Leadership and SCI/SCIF Boards and Committees, including the SCI Election Commission. This position will also support some administrative function for SCI, including high-level support/delegated duties from the Executive Assistant of SCI. Some travel is required for this position, including Board Meetings and our Annual Convention. This position is also the lead coordinator for an annual convention fundraising night event, including soliciting sponsors and donations for auction.

Responsibilities

Schedules, confirms and communicates all SCI Foundation Board conference calls along with a call for agenda items. Gathers all agenda items, prepares draft agendas, compiles and copies agenda-related backup materials and prepares packet for all SCI Foundation Board meetings. Complete management and recording of minutes and action items during/following meetings.

Serves as a resource to SCI Foundation Board members by providing information, answering questions, filling requests and providing suggestions. Acts as the Staff Liaison to the SCI Foundation Board of Directors for special events. Coordinates travel and meeting arrangements for events. Travels to/attends SCI Foundation Board meetings, Executive Committee meetings and SCI Board of Directors meetings. Collects and verifies proxy letters for SCI Board Meetings per the Bylaws.

Completes production, assembly, distribution and tracks responses for the annual board mailings containing the Conflicts of Interest Policies, Certificate of Disclosure and other mailings as assigned.

Staff Liaison for the SCI Election Commission and assists with the annual election process; initiates the notification process to the Board of Directors of the upcoming nominations for the new SCI/SCIF Board of Directors and SCI Executive Committee; distributes all notifications of nominations; compiles biographies and photos of nominees for publication in Safari Times; distributes and controls delivery of final ballot to Board Members for voting; coordinates planning of annual face-to-face selection meeting and Candidate’s Forum.

Full-spectrum of high-level administrative support to the CEO and SCI Foundation President. This includes calendar management, meeting/event management and coordination, travel coordination, expense report processing, processing of PO’s/check requests/grant approvals/contracts, Convention registration to include comps, seating, travel, and meeting coordination.

Document Management: Collaborates with corporate counsel on intellectual property issues such as new mark applications, trademark renewals, terminations, infringements, etc. Manages corporate contracts from signature through scanning of executed document. Forwards raffle/sweepstakes rules to the attorney for review. Maintains list of drivers covered on auto insurance plan and ensures that they have up-to-date insurance cards. Provides Notary Public services, as needed.

Assists in preparation for, and attends, the annual convention. Assists in the coordination of event seating for the SCI Foundation President, and the SCI Foundation Conservation Leadership Award Gala, collection of guest names, maintaining an up-to-date database/spreadsheet, production and distribution of the invitations and production of place cards on-site.

Compiles the Official SCI/SCIF Roster. Prepares board mailing, requests updated contact information, verifies accuracy of membership database, collaborates with incoming committee chairs on new committee set up, coordinates the exportation of required data, and editing proofs.

Qualifications

Proficient with spreadsheet, word processing, and graphic presentation software programs and have the ability to become proficient with proprietary software needed for the performance of the essential functions of the position.

Must be proficient with the operation of commonly used office machines.

2+ years working within in administrative office position and 2 years working as an Executive Assistant preferred

High School diploma or any equivalent combination of education, training and/or experience that fulfills the requirements of the position will be considered.

A certificate from college or technical school and additional experience is preferred.

Background in events/ event planning a plus.

Background in non-profits preferred

Benefits

Safari Club International offers a full benefit package. Please go to our careers page to view our Benefit Summary: