Job Summary:


This role is vital in ensuring the smooth operation of executive tasks, providing administrative support, and enhancing the overall efficiency of the shelter’s leadership team. The ideal candidate will be passionate about animal welfare, possess strong organizational skills, and demonstrate the ability to handle confidential information with discretion.


Key Responsibilities:


Administrative Support:

  • Manage the Executive Director’s calendar, schedule appointments, and coordinate meetings.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Maintain and organize files, records, and databases, ensuring accuracy and confidentiality.
  • Handle incoming and outgoing communications on behalf of the Executive Director, including phone calls, emails, and mail.

Meeting Coordination:

  • Coordinate and prepare materials for board meetings, staff meetings, and other relevant events.
  • Take minutes during meetings and ensure timely distribution and follow-up on action items.
  • Arrange logistics for meetings, including booking rooms, setting up equipment, and arranging refreshments.

Project Assistance:

  • Support the Executive Director in various projects, including research, data collection, and report generation.
  • Assist in the development and implementation of new initiatives and programs.

Volunteer and Donor Relations:

  • Assist with maintaining relationships with volunteers and donors, including coordinating volunteer schedules and communications.
  • Track donor recognition activities, ensuring timely thank yous, letters, and other communications.
  • Help organize fundraising events and donor recognition activities.

Grant Research and Writing:

  • Research potential grants and associated deadlines.
  • Write letters of intent to foundations and other funding sources.
  • Maintain a schedule of grant application deadlines and ensure timely submission.



Standard Operating Procedures (SOP) Management:

  • Manage and upkeep the standard operating procedures for the animal shelter.
  • Ensure that all SOPs are up-to-date, accessible, and communicated effectively to staff.
  • Develop and implement a system for periodically reviewing SOPs, ensuring they remain current and effective.
  • Assist in the development and implementation of new SOPs as needed.

Social Media Management:

  • Manage and distribute social media messages during regular business hours.
  • Monitor social media channels and engage with the community, responding to inquiries and messages.


  • Assist the Executive Director as needed.
  • All other duties as assigned.





Minimum Qualifications (Experience/Education):


  • High school diploma or equivalent required; associate’s or bachelor’s degree in a related field preferred.
  • Minimum of 2 years of administrative experience, preferably in a non-profit or animal welfare organization.
  • Self-starter, initiating activities within the framework provided/developed with minimal supervision.
  • Ability and desire to work in a fast-paced, changing environment.
  • Ability to work in a shared space with many distractions including but not limited to customer questions and animals in the office
  • Professional public image.
  • Experienced with Microsoft Office; experience with QuickBooks and Chameleon Software preferred.
  • Excellent written and organizational skills with attention to detail.
  • Able to work flexible hours, which will include some evenings and weekends.
  • Valid Driver’s License.
  • Passion for issues relating to animal welfare.


Physical Demands & Working Conditions:


The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


Physical demands include:

  • lifting and moving animals and cages
  • frequent movement, including but not limited to standing, walking, stooping, carrying heavy loads, movement of cages, restraining active animals, and operation of a motor vehicle


Working conditions include:

  • possible exposure to dangerous, diseased, frightened, and injured animals
  • possible exposure to potentially harmful chemicals and drugs
  • working with strong cleaning agents on wet surfaces
  • indoor and outdoor work in all weather conditions


Emotional demands include:

  • euthanasia for sick and aggressive animals
  • animal abuse
  • animal neglect


Job Type: Part-time

Pay: Up to $17.00 per hour

Expected hours: No more than 32 per week


  • Employee assistance program
  • Employee discount
  • Flexible schedule


  • Choose your own hours

People with a criminal record are encouraged to apply

Work Location: In person

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