Part-Time Administrative Assistant

Job Description: We are looking for an Administrative Assistant to join our team at the Natural Resources Foundation of Wisconsin (NRF). The Administrative Assistant will provide high-level administrative support to NRF’s Executive Director & Board of Directors (BOD). This position will assist with scheduling and travel arrangements and will manage all logistics for board, committee, and staff meetings. This role will also offer general office support: answering NRF email, voicemail, uploading invoices/reimbursement requests, and ordering office supplies. This position is best suited to someone who is highly organized, tactful, and meticulous. Someone who is comfortable in a fast-paced environment and has a strong sense of initiative to play a critical role in supporting the administrative work of our organization will thrive in this position. This position would work four or five days per week, with a minimum of two days per week at the NRF office.

Key Administrative Duties (including, but not limited to):

• • 50% - Administrative support for the NRF Board of Directors and Executive Director:Assist with travel arrangements and scheduling.
  • Assist with scheduling donor visits.
  • Generate correspondence for the Executive Director.
  • Order plaques, nameplates, awards, etc. for staff and BOD members.
  • Track BOD tenure and membership.
  • Store financial and investment reports.
  • Assist with staff and board onboarding & off boarding.
  • Maintain BOD & staff contact information.
• 45% - Meeting coordination:
  • Schedule, host, and take minutes at BOD, committee, and staff meetings (virtual & in-person).
    • Monthly staff meetings.
    • Quarterly finance & audit; investment & endowment; executive; and governance & culture committee meetings.
    • Quarterly BOD meetings.
    • Occasional staff retreats/trainings.
  • Reserve meeting rooms as needed.
  • Coordinate all meeting logistics including sending invitations and tracking RSVPs.
  • Order refreshments/meals as needed.
  • Prepare meeting space.
  • Set-up technology and provide technical assistance as needed.
  • Print name tags/agendas/other meeting materials as needed/requested.
  • Other meeting logistics as required.
  • 5% - General office support:Respond to messages in NRF general voicemail and email accounts.
  • Purchase and stock office supplies – research products for staff as needed.
  • Other duties as required.

Minimum Qualifications & Experience Required:

• Proficient with Microsoft Office Suite.
• Experience running hybrid meetings via Zoom and/or Microsoft Teams.
• At least two years of experience providing high-level administrative support, which should include some combination of coordinating meetings, office administration, supporting board of directors (or similar governing body), and/or supporting director level positions.

Preferred Qualifications & Experience:

• A commitment to the Natural Resources Foundation’s mission.
• Helpful and cheerful outlook.
• Ability to exercise discretion when required.
• A passion for providing executive support.
• Ease with communicating directly and tactfully.
• Comfort with ambiguity and last-minute changes to agendas, meetings, etc.
• Excellent time management and organizational skills.

• 16 days vacation leave, prorated by start date and %FTE.
• 10 days sick leave, prorated by start date and %FTE.
• Eight hours paid volunteer leave, prorated by start date and %FTE.
• Hybrid work schedule option.
• Free parking.
• Office on Capital City Bike Trail.
• Eleven paid holidays, prorated by start date and %FTE.
• Two paid NRF Field Trips.
• 403(b) retirement plan – 4% contribution with minimum contribution.
• Madison Metro Bus Commuter Pass.