Conservation Administrative Assistant

Ducks Unlimited•Fort Collins, CO

11d•Onsite

About The Position

Ducks Unlimited is seeking a highly organized, proactive, and mission-driven Conservation Administrative Assistant to support conservation programs across Colorado, Nebraska, and Wyoming. The position provides administrative, operational, communications, and project support for wetland restoration, wildlife habitat, water resource, and land conservation initiatives. The assistant works with biologists, engineers, project managers, landowners, agency partners, contractors, and donors, helping coordinate projects from concept through completion while supporting daily conservation program operations. The role serves as a central resource for Ducks Unlimited’s conservation team, providing support that helps projects move efficiently from planning through implementation. It combines project administration, engineering and restoration project support, communications and outreach, stakeholder coordination, office operations, fleet and equipment coordination, event planning, and general administrative support.

Responsibilities

Provide administrative support for habitat restoration, wetland conservation, water resource, and land protection projects.
Coordinate meetings, schedules, communications, and project logistics with landowners, agency partners, contractors, consultants, and Ducks Unlimited staff.
Track project milestones, agreements, permits, budgets, deadlines, and deliverables.
Maintain organized project files, databases, records, and compliance documentation.
Prepare reports, presentations, meeting materials, project summaries, and other program documents.
Support grant administration, reporting, budgeting, and project tracking activities.
Coordinate field visits, project tours, workshops, and partner meetings.
Support engineering and habitat restoration projects, including project documentation, procurement tracking, contractor coordination, and scheduling.
Manage project documentation such as contracts, permits, invoices, insurance records, and compliance materials.
Support communication among engineers, contractors, agencies, and project partners.
Compile information for grant reports, audits, and partner updates.
Help communicate conservation impact through reports, newsletters, donor materials, presentations, and outreach products.
Gather and organize project photos, maps, metrics, and success stories.
Support conservation tours, workshops, educational events, volunteer activities, and conservation and fundraising events.
Serve as a point of contact for conservation partners, landowners, agencies, contractors, donors, and other stakeholders.
Support partner engagement, donor stewardship, project tours, and collaboration across conservation, engineering, development, and operations teams.
Help maintain strong working relationships with external partners and collaborators.
Coordinate day-to-day office operations and administrative functions, including office supplies, inventory, vendors, mail, shipping, and facility needs.
Support workplace safety, equipment management, and operational efficiency.
Provide basic technology coordination and act as a liaison with Ducks Unlimited’s IT team.
Maintain records for vehicles, trailers, ATVs, drones, and field equipment; coordinate maintenance, registrations, insurance documentation, inspections, and compliance requirements.
Support field staff with equipment logistics and readiness.
Coordinate staff meetings, trainings, workshops, retreats, and team events.
Assist with travel arrangements, scheduling, meeting preparation, and conference support.
Draft, edit, and format correspondence, reports, and administrative materials.
Welcome visitors and provide general support to staff, partners, volunteers, and contractors.
Perform other duties in support of Ducks Unlimited’s conservation mission.