Special Assistant to the CEO

Position Summary:
Audubon is seeking an exceptional, mission-driven individual for the role of Special Assistant to the CEO based in Washington, DC. This position will provide high-level, personalized support to Audubon’s CEO. The ideal candidate will be proactive, highly organized, adaptable, and able to thrive in a fast-paced, ever-changing environment. They must have a keen eye to detail, be skilled at anticipating needs, managing a wide range of responsibilities, and maintaining discretion and confidentiality. The incumbent will be an essential part of a high-performing Executive Office team that is making groundbreaking contributions to alter the course of climate change and habitat loss, leading to better outcomes for birds, people, and the planet.

This is a hybrid position based in our Washington, DC office and requires the ability to travel domestically and internationally up to 50% of the time. 

Compensation:

$80,000-$90,000 / year

Additional Job Description

Essential Functions

The Special Assistant to the CEO is a dynamic, multifaceted role focused on providing comprehensive travel and logistical support to the CEO, who travels 50% of the time for global and national forums, donor engagements, and visits to domestic and international field programs. This role involves extensive collaboration with the Executive Office team and various departments across Audubon. While the Special Assistant to the CEO reports to the Senior Administrative Manager, this role travels with the CEO and provides hands-on support during all domestic and international trips.

Key Responsibilities:

Travel Support:

• Coordinate all aspects of CEO travel in advance, including booking transportation, accommodations, and meal planning, ensuring arrangements align with the CEO’s preferences and dietary needs.
• Provide on-the-ground logistical support during domestic and international travel, ensuring smooth execution of high-profile engagements such as donor visits, key partner meetings, and media events.
• Prepare detailed itineraries and ensure all logistics are clearly communicated to relevant stakeholders prior to the trip.
• Assist in compiling meeting materials and briefing documents for upcoming engagements to ensure the CEO is well-prepared.
• Address immediate travel needs with professionalism, ensuring the CEO stays focused on the goals of each engagement.
• Troubleshoot technology, printing, and other logistical issues during travel, ensuring a seamless experience.
• Coordinate post-trip debrief calls with internal stakeholders, collaborating with the Senior Administrative Manager to ensure all follow-up is completed.
• Take high-quality photos and videos during the CEO’s travels, ensuring accurate documentation of key moments, names, locations, and relevant details for timely and organized distribution to internal teams or external stakeholders.
• Deliver on-the-spot briefings at events by conducting thorough research beforehand, equipping the CEO with critical information about attendees, venues, and key topics to support meaningful engagements and decision-making.

Event Prep and Logistics Management:

• Assist with preparing event materials, briefings, and itineraries at the direction of the Senior Administrative Manager and Executive Communications.
• Manage real-time logistics for the CEO’s involvement in high-profile events, ensuring the smooth execution of event schedules.
• Act as a liaison between the CEO and event managers, resolving issues promptly and fostering strong relationships.

Executive Office Team Support:

• Maintain an organized system for tracking and prioritizing tasks and projects related to the CEO’s engagements and travel.
• Provide workflow management support for key logistics related to departmental meetings and other office priorities.
• Execute special projects with attention to detail and strategic focus on advancing the organization’s mission and vision.
• Prepare reports, presentations, and correspondence as needed.
• Perform clerical duties such as data entry, document preparation, and filing
• Support and facilitate events, conferences, and team gatherings, handling logistics and vendor communications when requested.

Qualifications and Experience

• Bachelor’s degree required, Master’s degree a plus. An equivalent combination of education and work experience will also be considered. Work experience across a global, fast-paced, matrixed environment in a hybrid/remote environment is a plus.
• At least 5 years’ experience in public service, non-profit administration, communications/PR, leadership support, philanthropy/development, executive administration, event planning, or logistics.
• Ability to travel and work long and unpredictable hours, including weekends and holidays. Available for travel with the CEO, domestically and internationally, for up to a week at a time. International trips may require up to two weeks.
• Proficiency in Spanish is preferred to effectively engage with diverse stakeholders, particularly with Audubon’s work in the Western Hemisphere.
• Ability to handle difficult situations with courtesy, tact and compassion
• Ability to communicate effectively and build and maintain a strong rapport with the CEO, senior staff, donors and partners, outside organizations and others.
• Strong ability to maintain confidentiality, discretion, and personal judgment are foundational to this position and must always be exercised.
• Highly organized. Demonstrated ability to manage complex schedules, coordinate meetings, meet deadlines, and streamline daily operations with precision.
• Resourceful and seasoned traveler who has a valid Driver’s license and excellent driving record.
• Excellent verbal and interpersonal skills. Accountable, a team player, with great execution ability and a positive attitude.
• A natural problem-solver with the ability to evaluate, create and implement solutions to challenges on the fly.
• Strong writing and research skills, a global mindset, an emphasis on quality and detail, and the ability to work on several projects simultaneously, under pressure, in a fast-paced environment are critical.
• Tech savvy and strong understanding of the social media landscape.

EEO Statement

The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.

Accessibility Statement

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