Program Assistant
Location: Washington, DC Office
Immediate Supervisor: VP of International Programs
Division/Department:

The Program Assistant reports to the VP of International Alliances Program and assists with all administrative, editorial, and office tasks needed to support the department. Major responsibilities will include writing, proofreading, research, contract development, assisting with development of fundraising proposals and other documents, scheduling and all other administrative activities for the department. Helps create systems that allow for efficiency and smooth functioning. Interacts with IAP partners both in the Audubon network as well as in Latin America and the Caribbean.

1. Serves as Assistant to VP of International Alliances Program. Handles internal and external requests when the VP or the program manager is not available; participates on behalf of the VP at meetings and other activities, as needed; schedules meetings and handles VP’s calendar; prepares meeting materials and presentations; makes travel arrangements for the VP; maintains VP’s files and assists with overall organization of the VP’s office. Assists the VPs in day-to-day activities and operations the Department.
2. Assists with Editorial and Communication Tasks. Drafts memos and correspondence for the program, as needed, and assists with other communication tasks. Proofreads for accuracy and edits for grammar, punctuation, and spelling. Responds to routine inquiries and helps prepare special reports. Answers and screens telephone, Web, and mail inquiries; drafts replies for most; and refers others to appropriate staff. Helps edit all materials, and formats reports, creates slides, and designs PowerPoint presentations, as needed.
3. Coordinates meetings and event planning. Arranges travel as needed. Reserves conference rooms, equipment, and hotel rooms and takes care of ordering and setting up food for meetings and conferences, as needed. Takes notes, as needed, during meetings.
4. Assists with research into foundations, corporate, and government funding. Develops, maintains, and monitors annual calendar with funding deadlines. Assists with writing and editing funding proposals and serves as the liaison with Development. Assists with final design and editing of funding reports and proposals.
5. Manages administrative tasks for IAP, including processing expenses reports, invoices, contracts, filing, business correspondence, forms, and other related materials. Ensures that record keeping systems and procedures comply with all Audubon Policy and Audit standards.
6. Manages the Budget for IAP. Originates documentation for all program grants, consulting and other agreements and circulates completed agreements for approvals and signatures. Maintains budgets of assigned contracts, cooperative agreements and grants, ensuring that data is accurate and timely. Follows-up on contract deliverables and other requirements related to agreements with field implementers. Reviews bills and invoices, and prepares check requests and travel vouchers, as needed. Works with VPs and key staff to coordinate departmental filing and record-keeping systems for contracts and other legal documents.
7. 7. Participates in meetings and provide overall creative input into the program. Assists with managing on-going International Alliances Program projects throughout the Western Hemisphere with our Latin American and Caribbean partners.

Directly supervises selected temps, volunteers, and interns.

Internal:

Daily contact with International program staff and other departments. Communicates with others to compile and disseminate information as requested by supervisors.

External:

Daily contact with external partners and colleagues, including answering and screening telephone calls and other routine inquiries, greeting visitors, and making arrangements with travel agencies, etc.

Education:  A bachelor’s degree

Experience:  Must have at least 3 years of administrative and/or program experience. One year of formal secretarial training may be substituted for one year of experience. A bachelor's degree may be substituted for two years of experience. Preference given to applicants with a mix of conservation and administrative experience. Familiarity with multi-lateral funding agencies preferred.

Skills and Abilities: Excellent communication skills, including writing, editing, and proofreading. Spanish language skills a must. Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook. The ability to take initiative, prioritize, complete work with minimal supervision, and meet deadlines is also required. Design experience helpful. Excellent Internet and research skills. Organizational and analytical skills necessary to create and maintain filing systems and budget and tracking systems. Good interpersonal skills requiring courtesy and tact. Team player with a positive attitude and a sense of humor is a huge plus!

The National Audubon Society's mission is to conserve and restore natural ecosystems, focusing on birds, other wildlife, and their habitats for the benefit of humanity and the Earth's biological diversity.

Audubon promotes a diverse workplace and is an equal opportunity employer. It is the policy of the National Audubon Society to employ the man or woman best qualified for the job regardless of race, color, religion, age, sex, sexual orientation, national origin, disability (handicap) or marital status.