Administrative Assistant, Special Events

The Special Events Assistant provides support to the Special Events Director for New Jersey Audubon’s three major annual events, which are The World Series of Birding (May 9-10), Cape May Spring Festival (May 14-17) and Cape May Fall Festival (Oct 17-20). In 2026, the Special Events Assistant will also provide support for the Waterbird Society Conference, which NJA is hosting in November. Typical schedule is Monday through Friday, 9:00am – 5:00pm, with some flexibility, and occasional hybrid work and/or overtime, subject to advance Supervisor approval. Weekend availability is required during scheduled events.

This is a Temporary assignment, from approximately April 20 - November 13, 2026.

RESPONSIBILITIES

• Work closely with Events Director to facilitate and maintain event registration for multiple festivals.
• Oversee registration process using Cvent online registration software.
• Assist registrants with registration process, including responding to general questions about accommodations, dining options, weather and general conditions for birdwatching
• Communicate important information to registrants via emails, announcements and phone calls
• Communicate with certain vendors/partners associated with festivals and events; potentially serve as primary on-site contact at Cape May Convention Hall for the duration of the Fall Festival
• Prepare for event by making and organizing nametags, printed materials and signage
• Assist in creation of event app and develop expertise to assist registrants with its use
• Recruit, coordinate and communicate with volunteers who assist with the event preparation and execution
• Assist with requesting, documenting and recognizing donations to Silent Auction
• Manage Silent Auction website and Sweepstakes website, including populating items and creating written descriptions
• Handle distribution/shipping of Silent Auction items to winning bidders
• Proofread materials, both for print and online publication
• Website content updating and promotion.
• Attend events and assist with planning, execution, signage, crowd flow and management, live recording of event.
• Handle physical registration area, greeting guests, providing orientation and other assistance
• Assist with crowd control and flow
• Prepare follow up documents, including awardee and team recognition certificates
• Opportunistically promote membership in New Jersey Audubon and Cape May Bird Observatory
• Assist with additional projects or assignments as required by supervisor or department head

Knowledge/Skills

• Excellent computer skills – Microsoft Office 365 and Teams (especially Word, Excel, Forms), Internet, and Research skills.
• Ability to master online registration, Silent Auction and Sweepstakes software
• Excellent written and oral communication skills.
• Familiarity and comfort with audio visual equipment, including digital projectors and remotes
• Punctual with excellent organizational, time and project management skills with the ability to manage multiple projects, shifting priorities, and deadlines.
• Excellent interpersonal skills with the ability to relate to a diverse range of people and exercise cultural awareness and inclusion and accept direction and constructive feedback.
• Social media competency (Facebook, X, Instagram, and LinkedIn).
• Motivated self-starter able to work independently in the execution of their responsibilities while collaborating with other staff.
• Ability to demonstrate initiative and a positive attitude.
• Flexibility to adjust hours to meet deadlines and needs of the department and organization, including availability to work occasional evenings and weekends.
• Willingness to share creative and practical ideas about improving all participants’ experiences.
• Knowledge of environment, conservation, and birdwatching a plus.
• Graphic design and/or website design experience a plus.

Qualifications

• Minimum of High School Diploma, preferably with emphasis on computer and administrative skills.
• Minimum two years work experience requiring customer/public interaction.
• Must have excellent computer/software skills and demonstrate understanding of and experience with the Microsoft Office Suite of applications, including Teams, Word, and Excel.
• Must have excellent written and verbal communication skills, and be punctual and reliable.
• Must have a valid driver’s license, be able to operate a vehicle in NJ and have reliable transportation.
• Must have the physical capacity to walk over uneven terrain for long distances, as well as to move materials and lift up to 25 lbs.

Additional Details

• In order to work from home on occasion, the selected candidate must maintain a professional office environment at home, including consistent high speed internet connectivity. Time maintaining personally owned space and equipment is not supported or reimbursable.
• Hourly employees may not work overtime without prior approval of supervisor.

Approximate Starting/Ending Dates: April 20 through November 13, 2026

Compensation: $18.00 - $21.00 per hour

Application Deadline: Position will be posted until filled

Please note, this is not a direct hire role with New Jersey Audubon Society. Employment will be through an outside staffing agency. Any offer of employment is contingent upon successful completion of all relevant background checks, verifications and required paperwork. Employment will be considered ‘at will.’

Job Types: Full-time, Temporary

Pay: $18.00 - $21.00 per hour

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Application Question(s):

• Do you have a minimum of two years work experience in customer/public interaction?
• Are you proficient in MS Office applications, including Teams, Word, and Excel?

Work Location: In person