Executive Administrator – Science Leadership

Executive Administrator – Science Leadership

Executive Administrator – Science Leadership provides high-level administrative and operational support to Delta Waterfowl's science leadership team, including the Chief Scientist, Senior Scientist, and Scientific Director. This role supports the coordination and effectiveness of scientific leadership by managing executive schedules, communications, meetings, and administrative processes that enable research programs and initiatives to operate efficiently. The position requires a high degree of organization, discretion, and professionalism. While the role does not conduct scientific research, it plays a critical coordinating function by supporting leadership, facilitating communication, and ensuring accurate documentation related to scientific initiatives, meetings, reports, and operational requirements.

Essential Functions

Executive & Administrative Support

1. Manage calendars, scheduling, travel arrangements, and logistical planning to ensure leaders are well prepared and scheduling conflicts are minimized.

2. Screen, prioritize, and route communications, ensuring timely responses and appropriate follow up.

3. Prepare, edit, and format correspondence, reports, and presentation materials with accuracy and professionalism.

4. Maintain organized, up to date, and confidential files, records, databases, and documentation.

5. Serve as a professional point of contact for internal staff, researchers, partners, funders, and external stakeholders interacting with the Science Team.

Meeting & Event Coordination

6. Coordinate meetings, workshops, board sessions, and virtual events, ensuring all logistics and materials are prepared in advance.

7. Take accurate meeting notes or minutes, distribute materials, and track action items through completion.

8. Manage setup and operational support for in-person, remote, and hybrid meetings, proactively resolving issues to ensure seamless execution.

Departmental & Operational Coordination

9. Liaise with internal departments including Finance, HR, Operations, and Development to support science leadership needs and departmental objectives.

10. Track executive commitments, deadlines, deliverables, and submission timelines related to scientific initiatives, grants, reports, and projects.

11. Maintain accurate records and documentation to support ongoing science-related initiatives and departmental operations.

Planning, Projects & Reporting Support

12. Support the planning and execution of departmental initiatives and special projects that advance the objectives of the Science Team.

13. Draft, compile, and distribute updates, reports, and communications for leadership review and stakeholder audiences, including science-related updates as directed.

14. Assist with budget tracking, expense monitoring, procurement requests, and reimbursements related to science leadership activities in accordance with organizational policies.

15. Establish and maintain organized systems for departmental documentation, reporting, and shared files to support continuity and institutional knowledge.

16. Other duties as assigned.

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

2. Exceptional verbal and written communication abilities.

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

4. Ability to collaborate effectively within a team and engage professionally with the general public.

5. Strong aptitude for managing multiple priorities in a dynamic, fast-paced environment.

6. Resourceful and responsive to change, with solid problem-solving capabilities.

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

8. 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 be able to lift and move up to 40 pounds unassisted. Vision abilities required by this job include close vision, depth perception and ability to adjust focus.

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 [email protected]: • Cover Letter • Resume • Three Professional References

Delta Waterfowl is proud to be an equal opportunity employer.