Senior Administrative Coordinator

Position Summary:

The Senior Administrative Coordinator is responsible for providing high-level administrative and operational support to one or more senior leaders within their assigned area.

The Senior Administrative Coordinator plays a vital role in ensuring the seamless operation of executive support functions through expert organization, communication, and coordination. This position requires a high level of professionalism, technical proficiency, and the ability to manage shifting priorities in a fast-paced environment. Acting as a central point of contact, the Senior Coordinator builds strong relationships across teams and with external partners while maintaining discretion and confidentiality. A proactive mindset, strong attention to detail, and the ability to manage a broad range of responsibilities independently are essential for success in this role.

Remote within the US. Hybrid if near an Audubon office.

Compensation:

Salary range based on geo-differentials:

• $27.00 - $30.00 / hour = National

• $30.00 - $34.00 / hour = Alaska, CA (not San Francisco), Connecticut, D.C., Chicago, Oyster Bay, NY

• $34.00 - $38.00 / hour = NYC (not Oyster Bay), San Francisco, Seattle

Essential Functions

• Manage complex calendars for senior leaders, ensuring efficient scheduling and prioritization of meetings, travel, and deadlines.

• Coordinate domestic and international travel arrangements, including flights, accommodations, ground transportation, and itinerary management.

• Prepare and submit expense reports, process invoices, and reconcile purchasing card transactions in accordance with organizational policies.

• Track departmental budgets and assist with financial reporting and documentation as needed.

• Support meeting preparation by gathering materials, drafting agendas, organizing logistics, and conducting background research as needed.

• Attend meetings to take accurate notes, track action items, and ensure timely follow-up and completion of deliverables.

• Maintain organized administrative systems such as digital filing, document management, and tracking tools to optimize team efficiency.

• Serve as a liaison between leaders, staff, and external partners, ensuring timely and professional communication.

• Draft, proofread, and edit correspondence, reports, and presentations for internal and external audiences.

• Monitor and track team budgets, expenses, and project timelines, supporting financial and operational reporting needs.

• Develop preliminary drafts of standard contracts.

• Coordinate logistics for team meetings, retreats, and special events, including securing venues, managing catering, and handling technology needs.

• Maintain confidentiality and discretion in handling sensitive information, personnel matters, and organizational data.

• Assist with special projects and administrative initiatives as assigned, demonstrating flexibility and a proactive approach.

• Other job-related duties as assigned.

Qualifications and Experience:

• Bachelor’s degree and 3 – 5 years of administrative experience supporting executives or senior leaders with demonstrated knowledge of impactful schedule and travel management. An equivalent combination of education and experience will also be considered.

• Must be extremely organized, detail-oriented, and able to work effectively under pressure while juggling multiple tasks.  Ability to cope with volume, frequent changes in priorities, and frequent interruptions throughout the day. 

• Proven administration and time management skills and ability to complete a high volume of varied responsibilities in a fast-paced setting with keen attention to detail, thoroughness, and accuracy. 

• Self-driven with the ability to work well in a team setting, as well as unsupervised.

• Excellent written and verbal communication skills, as well as a strong ability to edit and proofread documents. 

• Demonstrated proactive approaches to problem-solving with strong decision-making capability. 

• High proficiency with MS Office, Slack, and Asana applications.

• Strong technical skills, including high-level comfort with travel/travel programs, apps, sites, and tools; demonstrated ability to stay abreast of time and effort-enhancing tools.

• Outstanding interpersonal skills, as this job requires frequent interaction with diverse individuals including external partners and staff at all levels.

• Ability to create strong relationships, both inside and outside the organization, and represent the program in the most effective and gracious manner.

• Flexibility and willingness to occasionally work extended hours and/or travel to accommodate unexpected issues, workload, meetings, or events. 

• Ability to maintain confidential information and exercise discretion.

• If covering an area with one of Audubon’s Spanish speaking teams, fluent in Spanish is required.

• Commitment to Audubon’s organizational values of care, collaboration, change, integrity, impact, and innovation.

• Experience fostering inclusive and collaborative work environments is valued.

This position is represented by the Communication Workers of America (CWA).

National Audubon Society Competencies: This role will also be accountable to apply and develop the following competencies.

Fostering Relationships: Build trust, mutual respect, and understanding through regular and genuine interactions while promoting a positive and inclusive environment. 

Analytical Thinking: Recognize and value diverse perspectives and experiences in data analysis to foster a more comprehensive and equitable approach to problem-solving. 

Creativity and Innovation: Leverage creativity and imagination to generate new insights and solutions while embracing diverse ideas and approaches that foster innovation. 

Facilitating Change: Work with others to explore innovative approaches to problem-solving while promoting inclusivity, equity, accessibility, and belonging in the change process. 

Team Leadership: Communicate vision and engage others or the team to solve problems while valuing diverse perspectives and fostering inclusivity. 

EEO Statement

We are an equal opportunity employer and do not discriminate based on race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic outlined by federal, state, or local laws. We are committed to providing an inclusive and accessible hiring process for all candidates.

Accessibility Statement

The National Audubon Society endeavors to keep our careers site accessible to any and all users.  If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Accommodations@audubon.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.