Administrative Assistant

Title: Administrative Assistant

Reports To: Operations Manager

FLSA Status: Full-Time Exempt

Salary Range: $38,000-$41,000/annually

Benefits: Paid Time Off, Paid Sick Leave, Paid Family Leave, Retirement Contribution, Flexible Work Schedule Options

Role Summary

The Administrative Assistant is responsible for assisting with the organization’s operations, communications, and outreach. This is a site-based role and requires occasional evening and weekend work.

Responsibilities

Office Coverage and Coordination

• Answers and directs phone calls, visitors, and volunteers
• Coordinates setup and preparation for all site-based events, programs, and meetings
• Works with the Operations Manager to maintain office supplies and implement office practices that reflect the organization’s mission and values

Organization

• Maintains proactive, detailed awareness of the HCNH calendar, anticipating needs, preventing scheduling conflicts, and ensuring smooth execution of all commitments
• Coordinates volunteers and volunteer-related events
• Manages memberships and donor correspondence
• Maintains organizational databases and records
• Assists Operations Manager in marketing and communications tasks

Earned Income

• Provides facility tours, prepares and maintains rental agreements
• Assists with on-site coordination and day-of coverage for rentals and events
• Assists with donor recognition and management (e.g., thank you letters, cards, board calls coordination)
• Collaborates with the Operations Manager to manage daily operations of the Nature Store
• Prepares the Executive Director for meetings and external relations activities by coordinating materials, background information, and logistics

Education Program Support

• Supports the Education Team with volunteer-facilitated community events and programs (e.g., Discovery Saturdays, guided walks, and festivals such as Halloween Happening)
• Assists with day-of coverage for education programs
• Aids in the distribution of education marketing materials

Qualifications

A successful Administrative Assistant possesses the knowledge, abilities, skills, and characteristics associated with keeping the office. These qualifications of the AA will be derived from a blend of education and experience. These include a minimum of a GED, 2 years of experience in office or program coordination, and/or program/volunteer coordination. Desired qualifications include advanced training(s) in a related field(s), and 2 or more years of experience in natural history education and/or nonprofit administration.

Office Coverage:

• Ability to communicate effectively with diverse stakeholders, including staff, volunteers, visitors, participants, etc. especially in busy moments and under stressful conditions
• Character that reflects the values and mission of the organization and the skills to cultivate these values in others - including dedication, courtesy, and caretakership

Organization:

• Organizational skills, especially in managing and scheduling and living/breathing load of tasks, schedules, and information
• Ability to pay close attention to detail and develop/maintain systems of work that maximize efficiency and effectiveness
• Ability to prioritize and meet deadlines
• Strong interpersonal skills related to communicating the organization’s mission and day-to-day efforts
• High ethical standards of conduct, including trustworthiness and ability to maintain confidential information

Earned Income:

• Strong problem-solving skills, especially in serving customers or clients
• Ability to assess inventory levels, implement purchasing plans, and maintain contact with vendors

Education Program Support:

• Knowledge of the Central Highlands of Arizona ecoregion and natural history

Please send resume, cover letter, and three professional references to cmckay@highlandscenter.org.

Highlands Center for Natural History is an Equal Opportunity Employer. We provide equal employment opportunities to all employees and applicants for employment.

Job Type: Full-time

Pay: $38,000.00 - $41,000.00 per year

Benefits:

• Flexible schedule
• Paid time off
• Retirement plan

Work Location: In person

Salary : $38,000 - $41,000