Executive Assistant - Volunteer Services

Position: Volunteer ServicesExecutive Assistant

Class: Hourly - $21 - $24 per hour

Status: Part-Time, 30 hours per week, benefits included

Location: Hybrid work location; San Antonio, TX

Who We Are

https://www.safariclub.org/

https://safariclubfoundation.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 (SCI) 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.

Safari Club International Foundation (SCIF) has a 20-year history of being a leader in science-based, research-driven solutions to real problems facing wildlife conservation and sustainable use of wildlife resources. SCIF is active in domestic and international wildlife conservation, including with CITES and the IUCN, and is the host of the annual African Wildlife Consultative Forum. We partner with leading wildlife researchers at places like the Caesar Kleberg Wildlife Research Institute, Auburn University, and Michigan State University to bring the latest applied techniques to wildlife conservation issues.

Summary

This position is responsible for daily program activities within the SCI Foundation Education Department for providing SCIF’s Sables Committee administrative support, including data collection, weekly and quarterly reporting, processing of accounts receivable and payable, collaborating with staff from other departments, and assisting in preparing for the annual SCI Convention and Sables Luncheon held at the convention. Travel includes up to 7 days for the event.

Responsibilities

• All employees should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management.
• Assists in collecting, tracking, updating and analyzing Sables Committees data, including Convention auction items, Committee Elections, general membership, and merchandise inventory and sales.
• Writes press releases, articles, newsletters, and social media content and generally promotes Sables’ activities.
• Prepares notices, emails, announcements, and advertisements for Sables events.
• Prepares Sables committee meeting agendas and minutes.
• Provides Sables Committee information for the SCIF Education Department’s annual work plan, Board reports, and quarterly and weekly reports.
• Prepares mailings and materials for shipping. Requests through IT personnel or other service providers for regular maintenance and/or repair of office equipment.
• Receives, screens, and routes telephone calls. Sorts, opens, and distributes mail. Responds to inquiries regarding routine Sables program information.
• Coordinates with Sables Leadership, SCI Event Services Department, and SCI Auction Department on SCI Convention and Sables Luncheon event planning related needs.
• Ensures the Sables Luncheon and Convention budget reflects accurate expenses and revenue.
• Receives, records, and tracks awards and donations.
• Coordinates convention packing, shipping and Sables booth set-up at SCI Convention.
• Maintains inventory of promotional supplies, including processing merchandise purchases and sales of merchandise for the Sables Committee’s Convention events and conducting merchandise inventories pre and post resale events/activities.
• Oversees Sables Convention Booth and Luncheon set up and take down activities.
• Perform other related duties as assigned. Attends meetings, conventions, trade shows, and other events as appropriate.

Qualifications

• Proficient with Microsoft Office Suite software, to include OneDrive, SharePoint, Teams 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, organizational skills and attention to detail.
• Strong analytical and problem-solving skills
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to adapt to the needs of the organization and employees.
• Ability to prioritize tasks
• Large Event planning experience
• Experience writing reports and articles or newsletters.
• Experience providing support to executives, boards and committees is preferred.
• Previous experience producing sound meeting minutes is preferred.
• Experience working in a nonprofit sector is beneficial.

Any equivalent combination of education, training and/or experience that fulfills the requirements of the position may be considered.

Safari Club International Foundation is an Equal Opportunity Employer.

Benefits

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