Administrative Assistant, Executive Office

Bat Conservation International

Administrative Assistant, Executive Office

Remote

Status: Full Time, Salaried

Reports to: Special Projects Manager, Executive Office (Aiyanna Maciel)

Key Relationships: Executive Director (Mike Daulton), Chief of Operations (Michael Nakamoto), Chief Scientist (Dr. Winifred Frick), Chief of Conservation and Global Strategy (Kevin Pierson), Chief of Strategic Partnerships (Mylea Bayless), Operations Team

Salary: $60,000 annually + benefits

BCI and our Mission

Bat Conservation International (BCI), a 501(c)(3) nonprofit organization dedicated to the protection of bats and their habitats around the world, seeks an Administrative Assistant to join the Executive Office.

Bat Conservation International (BCI) is a 501(c)(3) nonprofit organization dedicated to the protection of bats and their habitats in the United States and around the world. BCI has grown in its impact and size in recent years, with a growing budget from $4 million to $12 million over the last six years. The Administrative Assistant will join a dynamic organization with an entrepreneurial environment where staff can bring their whole self to work, contribute to positive social and environmental impact, feel empowered to implement changes and work with a fun team.

BCI is a fully remote organization with staff working across the United States. The Administrative Assistant can live anywhere in the United States. BCI's core hours are 10:00 am to 3:00 pm local time Monday through Friday. However, BCI has a flexible work schedule policy, where staff can adjust their schedules for work demands and personal needs.

About The Position

The Administrative Assistant will report directly to the Special Projects Manager within the Executive Office. The Administrative Assistant will provide administrative and communications support to the Executive Director and Special Projects Manager (both located on the East Coast), serve as the primary coordinator for communications and logistics for the Board of Directors, and work with the Senior Leadership Team and the Operations Team on special projects as needed.

The Administrative Assistant must be collaborative and enjoy working within an environment that is mission and results-driven, where they can bring their whole self to work, and contribute to positive ecological and social change.

Primary Responsibilities And Expectations

Executive Office Administration & Communications (45%)

• The Administrative Assistant works closely and effectively to support the Senior Leadership Team with administrative responsibilities, including scheduling meetings, answering Board-related questions, coordinating approval of semi-monthly timesheets and time off, reviewing and approving monthly expense reports, managing and disseminating contracts and other important documents for signatures, and supporting travel coordination for Board meetings and other in-person meetings.
• The Administrative Assistant organizes and maintains the Executive Director’s calendar, arranges and coordinates appointments with staff, Board members, and external partners, and prepares and provides appropriate documentation to support the Executive Director’s participation in meetings.
• The Administrative Assistant will assist the Executive Office in creating and maintaining a communications calendar for key communications needs for the Executive Director.
• The Administrative Assistant supports organizational priorities, including all-staff meetings and internal communications, as well as initiatives such as Justice, Diversity, Equity and Inclusion, and works closely with the Special Projects Manager on such tasks.
• The Administrative Assistant helps draft all-staff, Board-related, and donor emails and other communications on behalf of the Executive Director.

Board of Directors Administration (45%)

• The Administrative Assistant will serve as the primary coordinator for triannual meetings with the Board of Directors, including research, logistics, travel accommodations, planning special dining needs, and planning activities.
• The Administrative Assistant works to organize, edit, and circulate written materials for the Board and its committees; handling meeting logistics; scheduling meetings and calls; facilitating ongoing communication with the Board, including email updates; providing additional support to the Board’s committees; and other duties.
• The Administrative Assistant works to track, update, and maintain Board materials, including Board Organization Chart, Board Roster, Committee Rosters, memos/mailing, Bylaws, and Board policies.
• The Administrative Assistant attends 3-4 Board committee meetings per month, prepares the minutes for each meeting, and coordinates with the Senior Team staff liaison for edits and feedback.

Operations Support (10%)

• The Administrative Assistant may support in monitoring BCI correspondence, responding to website contact form inquiries, distributing mail to appropriate staff, and coordinating external communication as needed.
• The Administrative Assistant supports special projects within the Executive Office and with the Operations team.
• The Administrative Assistant meets regularly with the Operations team and provides support as needed.
• The Administrative Assistant may answer calls from BCI’s business line and directs them to the appropriate staff member.

Ideal Candidate Qualifications

Required Knowledge/Experience

• Can maintain a high-level of confidentiality when dealing with Executive Office functions and sensitive information.
• Extremely detail-oriented with the ability to prioritize deadlines and set goals for specific tasks .
• Excellent writing skills in English, particularly an ability to communicate clearly, concisely, and effectively.
• Excellent interpersonal communications skills in English, both in-person (verbally) and virtually (over Zoom or other platforms), and the ability to communicate with multiple stakeholders at various levels of an organization and externally.
• Experience with managing multiple tasks, projects, and requests simultaneously and accurately.
• Experience using Zoom for videoconferencing, as well as Microsoft Office, Excel, PowerPoint, and Slack for daily work functions.

Preferred Knowledge/Experience

• Are motivated to create social and environmental impact.
• Strong understanding of diversity, equity, and inclusion.
• Experience working successfully in an executive support position, including managing multiple calendars and requests at the same time.
• Experience working in a nonprofit setting.
• Comfortable with remote work and willing to work extra hours during peak workload periods to accommodate urgent deadlines on occasion (e.g. Board meeting preparation).
• Experience using Zoom for videoconferencing, as well as Microsoft Office, Excel, PowerPoint, and Slack for daily work functions.

Justice, Equity, Diversity & Inclusion (JEDI)

BCI is deeply committed to JEDI and embeds JEDI-centered practices in the conservation work and organizational culture. BCI is determined to be an employer of choice and believes that the best organizational performance will come from a safe, diverse and inclusive work environment. Read more about our JEDI statement at www.batcon.org/about-us/justice-equity-diversity-and-inclusion/.

To Apply

Candidates Interested In This Position Should Send Their Resume And Attach a Document With Two To Three Paragraphs Answering The Following Question

If you have 70% or more of the skills needed, we encourage you to apply.

• Based on our job posting, how do you see yourself adding value to this role and our organization?

By paragraphs, we mean a set of three to seven sentences and no more than twenty sentences. Do not send us a cover letter. In this process, we seek someone who pays attention to detail and follows directions.

The deadline to apply for this position is July 14, 2023. Interviews will begin in late July, with an ideal start date in late August/ early September.

We use ADP Workforce Now to review applications.

If you aren’t already on the platform, please visit the link to apply:

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=4f1d76c0-c801-4a5e-879d-35f46070697c&ccId=19000101_000001&lang=en_US&jobId=9200626537816_1&source=EN

Compensation And Benefits

• Organizational culture that supports staff well-being and professional development
• Compensation package includes generous paid vacation and sick time; 401(k) plan with employer match; Health, dental, and vision insurance plan.
• $60,000/year, full-time salaried, paid biweekly electronically or via check

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