Administrative Assistant

TITLE: ADMINISTRATIVE ASSISTANT 

LOCATION: McLane Center, Concord, NH

COMPENSATION: $18-$20 an hour, commensurate with experience. This position also includes an NH Audubon Annual Membership ($60 value) and access to Pro Deals.   

HOURS: Core schedule to be determined within the regular business hours of 9:00am to 5:00pm. Days vary according to schedule.   

SCHEDULE: 20 hours per week, part-time, non-exempt (hourly paid) staff position.  Schedule may vary according to needs.

FUNCTION: This position will support the mission of New Hampshire Audubon: to protect New Hampshire’s natural environment for wildlife and for people, by providing general administrative support to the President and additional staff within the organization.

LEADERSHIP: Reports to the Director of Human Resources

DUTIES AND RESPONSIBILITES:  

Providing efficient and effective administrative support to president:

• Manage President’s Outlook calendar and email and scheduled meetings.
• Develop and maintain organized filing system for the President’s office and important organization files.
• Monitor availability of President and coordinate communications with staff, when needed.
• Assist President with online biweekly timekeeping tasks.
• Maintain current information in organization documents and records; distribute documents to appropriate staff, members, partners, and other recipients.
• Maintain an organized, efficient and welcoming work environment (both personal workspace and President’s).
• Complete general office tasks including, but not limited to running errands, filing, photocopying, and scanning documents.
• Develop templates and protocol for submitting correspondence and testimony to President for review and signature.
• Establish and maintain digital and hard copy records of all correspondence and legislative testimony.

Serving as liaison between President and Board of Trustees:

• Maintain central repository for NH Audubon Board and Committee meeting minutes.
• Research and implement portal for Board of Trustees. 
• Launch and assist with initial user training on portal.
• Attend Board of Trustees meetings and record meeting minutes when requested.
• Manage Board of Trustees meeting logistics such as scheduling, room reservations, and refreshments.
• Serve as main point of contact and assist President with administrative requests from the Board of Trustees.
• Maintain files on Board of Trustees members and potential members.
• Assist with orientation and onboarding of Board of Trustees members.

Providing administrative support to staff within organization

• Record meeting minutes at monthly all-staff meeting (and other meetings, as requested) and implement systems to store and share minutes, as appropriate.
• Support Membership & Development Department with mailings and special event coordination.
• Purchase and prepare refreshments for meetings, including monthly all staff meetings. 
• Plan and coordinate birthday, holiday and other special staff events or celebrations at McLane Center or other venues. 

WORKING CONDITIONS: NH Audubon’s work culture is characterized by excellent colleagues who share a collaborative spirit, commitment to mission, open communication, and high integrity.  Our offices are non-smoking, with both open workspaces and private offices.                                                                     

QUALIFICATIONS:

Education: High School graduate or GED required.  Bachelor’s degree preferred.

Experience: Two to three years administrative experience with demonstrated ability to make independent and coordinated decisions.  Experience with social media, updated office technology, and strong experience and/or demonstrated skills with MS Office products and database programs. 

Skills, Traits and Characteristics Necessary for Success: The candidate must have exceptional communication skills including interpersonal, written, and phone skills with a high level of professionalism and courtesy and ability to maintain confidentiality. Also required are exceptional administrative skills, attention to detail, good problem solving skills, and a high degree of organization.  Candidate must have the ability to multi-task in a fast-paced environment, a positive attitude, excellent customer service skills, and ability to work independently.

Physical Demands: The position requires standing, stretching, bending, walking, lifting and transporting a minimum of 25 pounds.  Candidate must be physically and mentally capable of performing multiple tasks under extended heavy pressure and be able to function in a fast paced environment. Candidate must also be capable of using visual display keyboard with continuous wrist movement on a keyboard. Some local travel will be required. Valid NH driver’s license required.

Minimum age required: 18    

Equal Employment Opportunity Statement:  

NH Audubon is a welcoming inclusive organization committed to ensuring people of all backgrounds and abilities are welcome and respected. NH Audubon provides equal employment opportunities to all employees and applicants for employment without regard to sex, race, color, religion, national origin, marital status, age, sexual orientation or Vietnam Era/Disabled Veteran status, age, disability, or genetics. In addition to federal law requirements, NH Audubon complies with applicable state and local laws governing nondiscrimination in employment in every location where NH Audubon has facilities. 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.