Administrative Assistant

Position: Administrative Assistant

Hours: Mon – Fri, some weekends and evenings

Location: San Antonio, TX; some travel required; in office required (no remote work available)

Department: Administration

Who We Are

Outdoors Tomorrow Foundation (OTF)

Our Mission: To teach outdoor education and to promote and fund conservation of wildlife worldwide.

Founded in 1981 as the Dallas Ecological Foundation, Outdoors Tomorrow Foundation (OTF) is a 501(c)(3) nonprofit dedicated to expanding youth outdoor education and advancing wildlife conservation worldwide. In partnership with the Texas Parks and Wildlife Department, OTF pioneered the first public secondary outdoor education curriculum in Texas, originally known as Outdoor Trails—now evolved into the nationally recognized Outdoor Adventures K–12 program.

OTF’s Outdoor Adventures curriculum is not traditional physical education. It is a dynamic, skills-based program that improves student engagement and learning outcomes while promoting lifelong outdoor skills and conservation ethics. With more than 40 adaptable units, the curriculum serves students of all abilities in public and private schools across North America.

At OTF, we are passionate about connecting students to the outdoors, empowering educators, and shaping the next generation of conservation-minded leaders.

Summary

The Administrative Assistant provides administrative, grant, and marketing support for the Outdoor Adventures/OTF team. This role ensures accurate recordkeeping, coordination of grant applications and reporting, and execution of marketing and communications initiatives. The Administrative Assistant also supports board activities, program logistics, and leadership administrative needs.

This job operates in our San Antonio office. This position travels up to 25% of the time, including to the SCI annual convention, site visits, Board Meetings, and any other trade shows or events of interest to or supported by Sporting Conservation International.

All applicants should demonstrate an understanding of, and commitment to, hunting as an essential part of biologically sound and ethically responsible international wildlife management. The ideal candidate will have an existing knowledge of SCI’s current programs and mission and be passionate about hunter’s rights.

Responsibilities

• Process and allocate donations, grants, memberships, and other incoming payments.
• Code and reconcile invoices, credit cards, and event-related expenses.
• Maintain accurate financial and accounts receivable records.
• Support the Executive Director and Board with calendars, meetings, travel, and reporting.
• Prepare board materials, agendas, and onboarding resources.
• Assist with nonprofit compliance, insurance coordination, and required filings.
• Coordinate major fundraising events, including logistics, registration, payments, and follow-up.
• Manage marketing and communications, including social media, email campaigns, newsletters, and annual reports.
• Ensure consistent branding across all communications and materials.
• Lead grant applications, reporting, and stewardship.
• Manage donor records and support acknowledgments, stewardship, and year-end communications.
• Attend meetings, conferences, and events as needed; perform other related duties as assigned.

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, communications, nonprofit management, or a related field preferred.
• Minimum of 2–4 years of administrative experience, preferably in a nonprofit, education, or mission-driven organization.
• Experience with grant writing, grant tracking, or grant administration preferred.
• Experience supporting boards, executives, or senior leadership strongly preferred.
• Experience with marketing and communications tools (e.g., Constant Contact, social media platforms, basic design/layout tools) preferred.
• Demonstrated experience with database management and recordkeeping systems preferred.
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines in a fast-paced environment.
• High attention to detail and accuracy, particularly in data entry, documentation, and reporting.
• Excellent written and verbal communication skills, including professional correspondence and document preparation.
• Strong problem-solving skills with the ability to exercise sound judgment and work independently with minimal supervision.
• Ability to maintain confidentiality and handle sensitive information with discretion and professionalism.
• Valid driver’s license with ability to be insurable on SCI policy
• Hunters preferred.

Any equivalent combination of education, training and/or experience that fulfills the requirements of the position will be considered.

Benefits

OTF offers a full benefit package. Please go to our careers page to view our Benefit Summary: https://safariclub.org/careers/