Executive Administrator – Chief Development Officer & Chief Financial Officer

Executive Administrator – Chief Development Officer & Chief Financial Officer

Location: Headquarters office in Bismarck, ND

JOB SUMMARY

This pivotal role offers senior-level administrative support to Delta Waterfowl's executive leadership, specifically the Chief Development Officer and Chief Financial Officer. Additionally, operating with a high degree of confidentiality and efficiency, managing a wide array of administrative tasks while ensuring sensitive information remains secure.

Beyond traditional administrative duties, this position is integral to the direct support and implementation of departmental initiatives. You'll play a key role in coordinating logistics and facilitating collaboration between internal teams and external stakeholders, directly contributing to the advancement of Delta Waterfowl's vital mission.

ESSENTIAL FUNCTIONS

High-Level Administrative Support: This individual will be responsible for handling a broad range of complex administrative tasks for two senior executives (Chief Development Officer and Chief Financial Officer). This includes drafting and editing professional communications, such as emails, memos, and other documents.

Meeting Management: A significant portion of the role involves comprehensive meeting support, from preparing agendas and presentations to distributing materials and taking minutes. It also emphasizes proficiency in setting up and managing remote and virtual meetings.

Correspondence Management: The role requires preparing, responding to, and sending various official and internal communications.

CROSS-DEPARTMENT COORDINATION

• Perform a wide variety of complex administrative functions, such as writing and editing emails, drafting memos, and preparing communications on behalf of the executive leadership team in a timely manner.
• Prepare, respond to, and send a variety of official correspondence, professional letters, internal communications, and other information as directed.
• Assist with donor stewardship activities, including event coordination and gift acknowledgment
• Generate reports as requested for CDO/CFO
• Coordinate with the Development team on strategic initiatives and campaign planning
• Assist with budget tracking, invoice processing, and expense reporting
• Coordinate with Finance team on audits, financial reporting deadlines, and compliance matters
• Help prepare financial presentations and board materials
• Maintain confidentiality around Donor/financial data and sensitive organizational information
• Serve as liaison between Development, Finance, and other departments
• Organize executive retreats, board meetings, and cross-functional planning sessions
• Support special projects and strategic initiatives led by the CDO and CFO
• Maintain organized digital and physical filing systems for both departments

REQUIRED QUALIFICATIONS

To succeed in this role, candidates must demonstrate the ability to perform each essential duty effectively. The qualifications outlined below reflect the necessary knowledge, skills, and competencies. Reasonable accommodations may be provided to support individuals with disabilities in fulfilling these responsibilities:

1. Professional Experience
   Minimum of five years of proven success in executive-level administrative roles.

1. Communication Skills
   Exceptional verbal and written communication abilities.

1. Discretion and Composure
   Demonstrated capacity to maintain confidentiality, exercise sound judgment, and remain composed and focused under pressure.

1. Interpersonal Effectiveness
   Ability to collaborate effectively within a team and engage professionally with the general public.

1. Organizational Skills
   Strong aptitude for managing multiple priorities in a dynamic, fast-paced environment.

1. Adaptability and Problem Solving
   Resourceful and responsive to change, with solid problem-solving capabilities.

1. Technical Proficiency
   Advanced analytical skills and the ability to work independently. Proficient in Microsoft Office Suite, including PowerPoint, and other relevant software tools.

1. Travel Availability
   Willingness and ability to travel for meetings and events approximately three times per year.
   

PHYSICAL DEMANDS

While performing the duties of this job, the employee is regularly required to sit, talk and listen. The employee requires dexterity in using telephone, computer keyboard, mouse, calculator and other office equipment. The employee is regularly required to stand, walk, and navigate stairs. The employee must lift and move up to 40 pounds. Vision abilities required by this job include close vision, depth perception and ability to adjust focus. This position is in an office work environment.

EMPLOYEE ATTRIBUTES

Determined | We are fully committed to achieving our mission of producing ducks and securing the future of waterfowl hunting.

Experienced | We recognize the value our team brings in knowledge, skills, and abilities, and we embrace professional development opportunities to maximize our collective future potential.

Lively | We make sure enthusiasm and positive energy is present in everything we do.

Team Focused | We seek strong collaborative partnerships with others and recognize the value each person brings to achieve our collective goals.

Accountable | We work hard to earn the trust of our donors, the public, and each other, and hold ourselves accountable to the highest professional standards.

APPLICATION PROCEDURES

Please submit the following documents to jobs@deltawaterfowl.org:

• Cover letter
• Resume