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3511 Barley Mill Rd
Hockessin, DE 19707

302-239-2334

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Executive Assistant

Opportunity Type: Full time, exempt

Location:

Ashland Nature Center, Hockessin, DE

Organization Description

Delaware Nature Society’s (DelNature) mission is to connect people with the natural world to improve our environment through education, conservation, and advocacy. We envision a healthy and sustainable environment.  Founded in 1964, DelNature, a state affiliate for the National Wildlife Federation, is renowned for our educational programming, conservation, and advocacy. We provide the tools for communities to take action and promote the health of the environment through land preservation, wildlife protection, and watershed stewardship.

We manage over 2,000 acres of land, including four nature preserves, and operates four educational sites: Ashland Nature Center, Abbott’s Mill Nature Center, DuPont Environmental Education Center, and Coverdale Farm Preserve. Our organizational priorities are comprised of three pillars of engagement focused on:  Working & Natural Lands, Healthy Waters, and Protecting Habitats and Wildlife.

DelNature aspires to be inclusive multicultural organization that celebrates the rich dimensions of diversity and is committed to understanding and addressing where we fall short. Diversity creates an awareness of and acknowledges respect for differences and translates into understanding and valuing of each other’s perspectives. We are committed to building a diverse team and strongly encourage all who are qualified to apply.

Job Description

The Executive Assistant supports the daily operations of the Executive Director, staff and headquarters at Ashland Nature Center. The organization’s current focus is implementing a new Strategic Plan released in 2024. 

This is a paid position with ample opportunity to grow and learn. This role supports the Executive Director and leadership team in implementing strategic initiatives and creating a vibrant and productive work environment for staff. This role also presents an opportunity to gain valuable non-profit, environmental, and information management work experience. Position reports to the Executive Director and works closely with the Sr. Executive Assistant. 

Responsibilities

Provides daily administrative support to the Executive Director (ED) including:  

  • Maintains ED calendar and appointment scheduling and works with ED to effectively manage time, including making meeting/travel arrangements.
  • Maintains key organizational documents and filing systems (electronic and hard copy) including on and off site the safety deposit box.  
  • Manages ED credit card receipts and purchase orders and submits annual dues and credentials documentation for National Wildlife Federation affiliation.
  • Assists with other ED communications, including reports, emails/memos, presentations, and meeting notes.

 

Provides donor communications support to the Executive Director (ED) including: 

  • Schedules meetings with donors 
  • Provides logistical support for donor events and participates in events as needed.
  • Enters data and generates lists/report from CRM system (Altru) 
  • Assists the ED with other donor communications, including compiling reports and maintaining documents tracking information related to donations.

 

Provides headquarters office management support including:

  • Manages office systems including VoIP/phone system, lists, and training and provides occasional computer and AV system support to key staff.
  • Supports All Staff communications by maintaining current staffing information (staffing chart, contact lists, email distribution lists), providing staff meeting scheduling and logistical support, and maintaining the calendar of holidays, birthdays, staff meetings/events. 
  • Maintains office supplies and makes sure the copy room and equipment are in good working order. 
  • Performs other duties as requested by ED and leadership staff.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • The employee is frequently required to sit and reach and must be able to move around the work environment. 
  • The employee must occasionally lift and/or move up to 40 pounds and be able to carry, move and set up necessary supplies and equipment including lifting boxes of office supplies with help.
  • Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust.
  • The noise level in the work environment is usually moderate. 

Minimum Qualifications

  • A High School Diploma 
  • Skills in building and maintaining strong relationships both internally and externally.
  • Proficiency in using office productivity tools such as Microsoft Word, PowerPoint, Excel, etc.
  • Effectiveness in planning, prioritizing and executing tasks in a timely manner. 
  • Interest in non-profit management, environmental management, and/or information management 
  • Comfort with new technology, virtual meeting platforms, and scheduling systems including experience and/or a willingness and capacity to learn Altru, SGA, PayCom, VoIP.
  • Ability to take initiative when faced with administrative decisions, identify and seek input on options, and follow through informed by the best available information. 
  • Ability to research and independently obtain information on relevant topics/needs from internal and external sources, including web search engines.

Essential Dates

Start Date: as soon as possible

Schedule: Monday – Friday 8:30am to 4:30 pm

Salary and Benefits

Starting annual salary of $45,000 – $55,000, based on skills, knowledge and experience. This is an Exempt full-time position with health, dental, paid time off, and retirement benefits. 

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