Audubon

Administrative Assistant

• 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.

Senior Administrative Coordinator