Executive Assistant - Communications and Marketing Department

• 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 ducks.org 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.

• 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.

Ducks Unlimited