Administrative Assistant, President's Office

Job Description

About Mass Audubon

Mass Audubon is the largest nature-based conservation organization in New England. Founded in 1896 by two women who fought for the protection of birds, Mass Audubon carries on their legacy by focusing on the greatest challenges facing the environment today: the loss of biodiversity, inequitable access to nature, and climate change. With the help of our 160,000 members and supporters, we protect wildlife, conserve and restore resilient land, advocate for impactful environmental policies, offer nationally recognized education programs for adults and children, and provide endless opportunities to experience the outdoors at our wildlife sanctuaries. Explore, find inspiration, and take action at massaudubon.org.

About This Position

Mass Audubon is seeking an energetic, high-achieving Administrative Assistant to support the office of the President. Working closely with the Executive Assistant to the President, this position plays an important role in ensuring that the daily operations of the fast-paced President’s office are executed smoothly and efficiently. The position is uniquely situated to interface with all areas of Mass Audubon and will contribute to the success of exciting work across the organization. Some tasks may be complex or confidential in nature.

The President’s Office is made up of the President, Chief of Staff, Senior Director of Strategic Initiatives, and Executive Assistant to the President. The Administrative Assistant will provide support across the President’s Office in a wide variety of organizational and administrative matters. The primary focus of the role will be the management of the President’s calendar, requiring strategic scheduling, relationship-building, and close attention to detail. The Administrative Assistant will serve as a liaison to organizational partners, internal contacts, and other key constituent groups.

The Administrative Assistant to the President’s Office will work primarily from Mass Audubon Headquarters in Lincoln, Massachusetts, a wooded campus connected to Drumlin Farm Wildlife Sanctuary. This is a hybrid position, with the opportunity to work remotely two days per week.

Application Instructions

Please submit a resume and cover letter with your ADP application. Only applications with these materials will be reviewed.

Responsibilities

Calendar Management

Manage and oversee the President’s calendar, including the coordination of meetings with the Executive Team and other staff members, as well as external contacts.

Maintain an understanding of the priorities of the President. Manage daily schedule adjustments accordingly, with calm, savvy, and flexibility. Collaborate with the Executive Assistant to the President to assess competing calendar priorities and ensure scheduling needs are met.

Coordinate travel arrangements for the President and members of the Executive Team.

Collaborate with various departments to prepare materials for meetings and events; gather and compile relevant documents; prepare summaries, cover sheets, and other briefing materials for the President as needed.

Collaborate with various departments to populate and manage an events calendar for the President and Senior Leadership Team.

Event Assistance and Coordination

Organize periodic gatherings of Mass Audubon staff (headquarters lunches, lawn parties, etc.) and functions with external contacts, including managing invitations, ordering food and refreshments, and clean-up.

Assist the Executive Assistant to the President and other staff members in the coordination and execution of events originating from/connected to the office of the President, including staff workshops, meetings of governance, the annual Staff Outing, and the Mass Audubon Annual Meeting & Celebration.

Administrative Tasks

Process monthly credit card expense reports and prepare expense reimbursement forms on behalf of the President.

Order and maintain office supplies, equipment, and program materials for the office of the President, as needed.

Provide additional administrative support and general assistance to the office of the President as needed.

Qualifications

At Mass Audubon, our highest priority is finding the best candidate for the job. Research has shown that people of color and women are less likely to apply for jobs if they don’t believe they meet every one of the qualifications described in a job description. We encourage you to apply, even if you don't believe you meet every one of our described qualifications or you have a less traditional background. We are looking for applicants with the following qualifications:

Three to five years of experience or a combination of relevant experience in a scheduling or administrative role

Extensive experience managing a complex calendar while being flexible and nimble with scheduling requests from multiple constituents

Highly organized with a demonstrated ability and initiative to work both efficiently and independently in a collaborative and fast-paced environment

Ability to exercise independent judgement

Ability to be flexible and shift focus depending on the needs and priorities of the President’s Office

Excellent communicator, both verbally and in writing, with exceptional interpersonal skills and attention to detail

Ability to maintain confidential and sensitive information

Proficiency in Microsoft Office suite of products and other current office technologies, including Zoom

Experience in planning and hosting social events

Personal passion for the mission of Mass Audubon is preferred

Compensation, Benefits and Perks

This position’s pay range is $60,000-$65,000 per year; actual salary will reflect level of experience and qualifications relative to position requirements.

Benefits eligible staff at Mass Audubon may elect to enroll in medical, dental, and vision plans. Mass Audubon also offers disability and life insurance plans, a retirement plan through MetLife, and Flexible Spending Account options. Mass Audubon employment also includes access to an Employee Assistance Program (EAP) and the Reciprocity Agreement through the Consortium of Non-Profit Arts/Cultural/Environmental Organizations of New England. Mass Audubon employees also enjoy 13 paid holidays (holidays may shift annually due to where days fall within calendar).

Work Schedule

Full time schedule of 40 hours, Monday through Friday, with limited evening and weekend hours.

Other Requirements

Employees must successfully complete a CORI and SORI Background Check and a Motor Vehicle Record (if applicable) is required.

Mass Audubon’s Commitment to Diversity, Equity, Inclusion, & Justice

Mass Audubon embraces diversity and equal opportunity in a serious way. We are dedicated to forming a team that represents a variety of backgrounds, perspectives, and skills. The more inclusive we are, the better our work will be. People of color are strongly encouraged to apply.

Mass Audubon’s mission is to “protect the nature of Massachusetts for people and for wildlife” by building a strong coalition of employees, volunteers, and community members. We recognize that the environmental movement and field of conservation have been affected by societal systems that have limited opportunity and access for many people. As a result, Mass Audubon is committed to creating an inclusive environment for all employees and applicants. We are engaged in an ongoing process of organizational assessment and change, designed to remove barriers and create a workplace where all forms of diversity are recognized and valued.

Equal Employment Opportunity Statement

Mass Audubon is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and applicants. Mass Audubon prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.