Executive Assistant - Memphis, United States - Ducks Unlimited, Inc.

Ducks Unlimited, Inc. Memphis, United States

3 weeks ago

Description

Executive Assistant - Communications and Marketing Department

NHQ, Memphis, TN

Ducks Unlimited Inc., the continent's leader in waterfowl and wetlands conservation, seeks a full-time executive assistant to support its Communications and Marketing department. This position will provide direct administrative assistance and clerical support to the Chief Communications and Marketing Officer (CCMO), Communications Director, Editorial Director, Creative Director and Digital Director. Daily duties will include department phones, daily correspondence, travel and meeting planning and scheduling, management of department invoicing and credit card statements, and other project support as needed. Additionally, the position occasionally provides assistance to other staff with travel, event and project and program support.

Primary responsibilities include:

Process payments to photographers and writers for Ducks Unlimited magazine and Puddler; maintain payment records including inventory; maintain photographer and editorial contributor directories; distribute magazine review copy; manage files and magazine archives for Communications and Editorial.
Compile production reports for the magazine printer; organize the editorial and advertising pages in the magazine review notebook; update magazine comp lists (FTP single copy) and (standing order list - bulk shipments).
Handle correspondence and e-mails from DU members and the public; fulfill customer service requests for members, volunteers and field staff.
Compile data to update all state fact sheets annually and maintain current contact information on and internal company website; compile data from departments and field staff to annually update the national fact sheet.
Maintain monthly departmental calendar; maintain invoice and budget book; process invoices for departments and maintain files; maintain department phone list; provide phone coverage at reception area; order supplies for departments; maintain magazine subscriptions and files.
Work with Communications on media events; provide assistance for National Convention; coordinate/support Editorial Planning and Marketing and Communications (M&C) Committee meetings, and provide pre-event support for Leadership Conference, SHOT Show and other events.
Work with Communications to transcribe and generate M&C Committee minutes.
Coordinate and maintain departmental displays and banners for use at events; manage two Federal Duck Stamp displays (in-house and traveling).
Organize and maintain Communications equipment and promotional material storage and inventory; maintain Communications/Magazine area in mezzanine.
Coordinate Starducks events and maintain balance sheet, assist with luncheons, decorating, gifts and showers.

Qualifications Include:

Minimum of five years of current/contemporary executive assistance experience.
Excellent computer skills - proficiency with standard Microsoft programs, including Excel, Word, and PowerPoint.
Exceptional telephone, email and customer service skills.
Detail-oriented - must be able to multi-task with minimal supervision, be self-motivated, have exceptional organizational skills, and be able to work independently as well as in a team environment.
Strong written and verbal communication skills.
Strong interpersonal skills to effectively relate to donors, volunteers and staff. A friendly and cooperative demeanor is essential.

The Executive Assistant reports to the Chief Communications and Marketing Officer.

To apply internally as an employee, log into with your employee credentials, click MYSELF, TALENT, CAREER CENTER and follow the prompts to APPLY, and attach a cover letter, resumé and references.

For more information regarding this position, please contact: Human Resources at

DUCKS UNLIMITED, INC. IS AN EQUAL EMPLOYMENT OPPORTUNITY EMPLOYER

It is the policy of Ducks Unlimited, Inc. to afford equal employment opportunity to all qualified persons regardless of race, color, religion, creed, national origin, ancestry, sex (including pregnancy, childbirth, lactation and related medical conditions), sexual orientation, gender, gender identity, gender expression, age (40 or over), disability (physical, mental or visual), genetic information, marital status (including registered domestic partnership status), military and veteran status, immigration status, or any other category protected by federal, state or local law.

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