Administrative Assistant

Position: Administrative Assistant

Location: Position works on-site in the Tucson office

Hours: Monday - Friday; some travel required

Pay: $18 - $20 per hour

Department: Administration

Who We Are

https://www.safariclub.org/

Hunting is an ancient tradition passed down from the earliest times of man to the present day. Hunters participate directly in the natural world and care enough to make sure that it continues in all of its awesome beauty and diversity.

Safari Club International is a U.S.-based organization of more than 50,000 hunters and nearly 200 chapters worldwide, dedicated to protecting the right to hunt and to promote wildlife conservation. Between SCI and its sister organization, the SCI Foundation, we have put more than $70 Million on the ground for conservation since 2000. In the U.S. and abroad, hunters are part of a system that keeps the rivers, forests and fields intact and maintains the wildlife.

All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have an existing knowledge of SCI's current programs and mission and be passionate about hunter's rights.

Summary

This position performs a variety of administrative support functions for the CEO, SCI Executive Assistant, SCI Foundation Executive Assistant, and Development Specialist. This position will also support some administrative functions including support and delegated duties from the Governance Counsel of SCI, as needed.

The position routinely handles, highly sensitive legal and confidential information. The environment is fast paced and constantly changing. Incumbents are called upon to be resourceful problem solvers, resolve conflicting priorities, always maintain professional decorum, and perform with extreme accuracy and attention to detail. Work product from this position is widely viewed and must be of the highest quality. The position routinely interacts with senior management, board and committee members, and VIPs, as well as other employees at all levels of the organization. The position also interacts with outside vendors and service providers.

Responsibilities

• Full spectrum of administrative support to the CEO, SCI Executive Assistant, SCI Foundation Executive Assistant, and SCI Foundation Development Assistant. This includes calendar management, meeting/event management and coordination, travel coordination, expense report processing for the CEO and SCI Executive Committee, and processing of PO's/check requests.
• Travels to and attends SCI Executive Committee, SCI Board, and SCI Foundation Board meetings. Copies agenda-related backup materials and assists with preparation of packets for meetings. Assists with a variety of post-meeting related tasks.
• Assists in preparation for and attends the SCI Annual Hunters Convention for 7-10 days during the months of January and/or February. Assists in the preparation of the SCI President's Awards, event seating for the CEO and Executive Committee members, collection of guest names, maintaining an up-to-date seating spreadsheet, production and distribution of seating invitations and production of place cards for the CEO, President, and President-Elect. Assists with the planning of the SCI President's Cocktail Reception, First Ladies Luncheon, and Past Presidents Luncheon including design and distribution of the invitations, collection of RSVPs, décor, catering, and gifts.
• Assists with a variety of additional Convention-related tasks including, but not limited to, staff and VIP registrations, hotel reservations, comp requests, booking travel, and meeting coordination. Must be present at the SCI Foundation booth to assist with set up and break down, to interact with potential donors, field inquiries, provide basic information about mission-related programs, and pass information on to appropriate person for follow up. There will be some cash handling from sweepstakes ticket sales and/or donations in the booth.
• Manages an extensive list of 50+ auction donors for the annual Conservation Leadership Award Gala. Communicates and follows up frequently with auction donors to gauge interest, respond to questions, finalize paperwork, obtain images, descriptions, and retail values for auction donations, provide information to Auction Department for slotting, and ensure delivery of tangible auction items to the Tucson office prior to the gala. Works closely with SCI Foundation Executive Assistant and Development Specialist to conceptualize and implement strategies to identify and engage new auction donor prospects to support the Conservation Leadership Award Gala. Maintains and updates spreadsheets and generates reports with up-to-date auction donor information.
• Assists with multiple mailings to include, but not limited to, save the date postcards and formal invitations for the Conservation Leadership Award Gala, holiday cards, and other mailings as requested. Assists Development Specialist with donor fulfillment mailings, as needed.
• Assists with the execution of the Conservation Leadership Award Gala to include, but not limited to, room set up, décor, distribution of materials, table signage, and hostess at the event. Will act as the main point of contact for convention center staff and outside vendors the day of the event and will elevate any issues that cannot be quickly resolved to immediate supervisor for action. Handles shipment of post-gala thank you gifts for sponsors, auction donors and others immediately following the convention.
• Assists the SCI Executive Assistant with the preparation and planning of the annual African Wildlife Consultative Forum (AWCF) to include, but not limited to, attendee registration, hotel contract negotiations, hotel rooming lists, catering, printing and collation of conference materials, printing of name tags/badges, gifts, and other tasks as assigned.
• Responds promptly to staff and volunteer needs. Serves as a resource to SCI and SCI Foundation Board and committee members by providing information, answering questions, filling requests, and providing resolutions.
• Performs other duties as assigned. Attends meetings, conventions, trade shows, and other events as appropriate.

Work Location and Travel Requirements

This job reports to the Tucson, AZ office. This position travels up to 25% of the time and is required to attend Board meetings, transition meetings, Convention, and any other SCI events as directed by the position's supervisor.

Skills and Abilities

• Proficient with Microsoft Office Suite software, to include Excel, Outlook, and PowerPoint with an ability to become familiar with SCI-specific programs and software.
• Demonstrated excellence in verbal and written communication skills, interpersonal and customer service skills. Must listen well and get clarification when needed.
• Must have an ability to adapt quickly to, plan for, and manage multiple projects in a fast-paced setting along with strong initiative, self-motivation and integrity.
• Self-starter who is comfortable taking initiative and working in collaboration.
• Must have a sense of urgency, superb attention to detail, and excellent organizational skills.
• Excellent time management skills with a proven ability to meet deadlines.
• Must be professional in attitude and appearance. Must be punctual and reliable.

Qualifications and Education

• High School Diploma or 3 years of experience in a related field.
• Associate's Degree preferred
• Experience providing support to executives or boards and committees preferred

Benefits

Safari Club International offers a full benefit package. Please go to our careers page to view our Benefit Summary: https://safariclub.org/careers/