Conservation Administrative Assistant

Ducks Unlimited, Inc. - Colorado Field Office; Fort Collins (CO); On-site; USD 42,000 - 54,000; Full time

Job summary

Ducks Unlimited, Inc. - Colorado Field Office is seeking a Conservation Administrative Assistant to support conservation programs across Colorado, Nebraska, and Wyoming.

The role provides administrative, operational, communications, and project support for habitat restoration, water resources, and land conservation initiatives. In this position, you will work with biologists, engineers, project managers, landowners, agency partners, contractors, and donors to coordinate projects from concept

Responsibilities

• Provide administrative support for habitat restoration, water resource, and land protection projects.
• Coordinate meetings, schedules, communications, and project logistics with landowners, agency partners, contractors, consultants, and staff.
• Track milestones, permits, budgets, deadlines, and deliverables.
• Maintain organized project files, databases, records, and compliance documentation.
• Prepare reports, presentations, meeting materials, and project summaries.

Job description

Position Summary

Ducks Unlimited is seeking a highly organized, proactive, and mission-driven Conservation Administrative Assistant to support conservation programs across Colorado, Nebraska, and Wyoming. This position provides administrative, operational, communications, and project support for wetland restoration, wildlife habitat, water resource, and land conservation initiatives.

Working with biologists, engineers, project managers, landowners, agency partners, contractors, and donors, the successful candidate will help coordinate projects from concept through completion while supporting the daily operations of Ducks Unlimited's conservation program.

This is an excellent opportunity for someone who enjoys managing multiple priorities, solving problems, working with diverse stakeholders, and contributing to meaningful conservation outcomes.

Key Responsibilities

Conservation & Project Administration

• 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 DU 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.

Engineering & Restoration Project Support

• Provide administrative support for engineering and habitat restoration projects.
• Manage project documentation including contracts, permits, invoices, insurance records, and compliance materials.
• Assist with procurement tracking, contractor coordination, and project scheduling.
• Support communication among engineers, contractors, agencies, and project partners.
• Help compile information for grant reports, audits, and partner updates.

Communications & Outreach

• Assist in communicating Ducks Unlimited's 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, and volunteer activities.
• Coordinate materials and communications for conservation and fundraising events.

Partnership & Stakeholder Coordination

• Serve as a point of contact for conservation partners, landowners, agencies, contractors, donors, and 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.

Office Operations & Resource Management

• Coordinate day-to-day office operations and administrative functions.
• Manage office supplies, inventory, vendors, mail, shipping, and facility needs.
• Support workplace safety, equipment management, and operational efficiency.
• Provide basic technology coordination and serve as a liaison with DU's IT team.

Fleet & Equipment Coordination

• 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.

Event Planning & General Administrative Support

• 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.

What Success Looks Like

The Conservation Administrative Assistant serves as a central resource for Ducks Unlimited's conservation team, helping projects move efficiently from planning through implementation. By providing strong administrative, operational, and communications support, this position enables conservation staff to focus on delivering high-impact habitat, wetland, and water resource projects across the region.