Job Title: Executive Assistant/Program Coordinator
Job Classification: Hourly / Full time
Job Relationships: Reports to Executive Director
Job Summary: Work directly with the Executive Director within an office setting handling administrative responsibilities designed to enhance programs and activities within the Center and / or community.
Provide administrative support to the Executive Director, coordinate programs and other services within the Center or community as needed or assigned. Direct responsible for general clerical and receptionist duties, donor correspondence and database, coordination of outreach programs and initiatives support services for the adoptions and admissions departments and “project based” work assignments. Partnership responsibility with the Executive Director for research, follow up and finalization of grants. The Executive Assistant/Program Coordinator will project a professional image through phone and in-person interaction, provide assistance to other staff, volunteers or community residents while supporting and implementing the goals, objectives and mission of the Center.
Job duties and other responsibilities:
1. Safety Training
- Attend Center new employee / safety orientation within 30 days of employment.
- Understand and be able to apply emergency procedures.
- Communicate potential safety risks when needed.
2. Administrative Duties
- Answer telephone, communicate Center information and transfer calls to the appropriate staff members.
- Meet & greet visitors for the Executive Director and assist with scheduling appointments as requested.
- Perform general clerical duties to include but not limited to typing, photocopying, faxing, mailing, filing and report writing.
- Coordinate programs & presentations including the community veterinary clinics, homeless project, domestic violence & emergency boarding, food bank or other programs & projects as assigned.
- Produce program/project promotional materials via PowerPoint, videos, social media & flyers.
- Track program’s measurable outcomes via reports and analysis.
- Maintain & update hard copy, electronic filing system for Standard Operating Procedures & documents.
- Draft agendas for weekly staff meetings, distributing & maintain minutes of the meetings.
- Develop & provide Executive Director with shelter reports & proof read information as needed for the monthly Board meetings.
- Update monthly “Shelter Count” with current intake & outgoing numbers, assets & at times conduct presentations as required for grants.
- Coordinate & stage meetings or conferences.
- Participate in “pet of the week” program on local TV/radio stations.
- Process thank you letters, recognition information & maintain the donor database for the Center.
- Work directly with the Executive Director in processing paperwork, videos or internet information to insure the success of programs & general operation of the Center.
- Train & learn various positions to assist with adoptions, rabies clinics and other Center programs as needed.
- Other duties as assigned.
Education and experience: Associates degree or three (3) years’ experience as an administrative secretary. An individual will have an interest in animal care and welfare. Have a strong background & proven experience with clerical skills (entire Microsoft Suite or comparable – Word, Power Point, Excel etc.) plus interaction with the general public. Attention to detail and grammar important.
Knowledge and Skills:
- Ability to quickly learn the Shelter Buddy software program for records management.
- Professional image, attitude and skills.
- Excellent written & oral communication skills (ability to type 50wpm).
- Strong knowledge & training abilities for telephone, computer (Word, Excel, Publisher etc.) & social media.
- Strong organizational skills.
- Ability to handle multiple tasks & carry-through on projects without close supervision.
- Maintain a clear understanding of the McKamey Animal Center programs and be part of a team.
- Good judgment with the ability to make timely and sound, informed decisions.
- Ability to understand change, with versatility, flexibility & a willingness to work with changing priorities.
- Ability to understand the need for diplomacy with regard to sensitive information that may be part of Center management & operations.
- Creative, flexible & innovative skills to recognize, enhance & use the diversity of these skills & experiences within the team.
- Commitment to excellence and high standards.
- High-level of interpersonal skills, with proven ability to build & retain relationships while recognizing the diversity of staff, volunteers & guests.
- Ability to manage priorities & workflow, with strong organizational, problem-solving & analytical skills.
- Ability to drive MAC automobiles for transporting of supplies, equipment & records to storage or offsite events.
Other: Must be at least 21 years of age (required for insurance purposes), have a valid Driver’s License and an insurable driving record.
Work Environment: Office setting, computer use up to 8 hours a day with regular breaks, exposure to high noise levels, zoonotic diseases, and animal bites/scratches when handling animals; exposure to cleaning agents; exposure to all weather conditions when outdoors; bending, reaching, walking up to 8 hours a day or as scheduled.
Physical Activities: Occasional lifting of up to 40 pounds with assistance; potential for standing/walking up to ten hours a day; sitting at a desk; driving a car; performing physical examinations on animals; animal restraint;
The effectiveness of the incumbent’s fulfillment of this position should be measured by:
Executive Director’s information and communication is accurate, correct and confidential. Center records are accurately kept and processed accordingly. Administrative office is organized and maintained at all times.
Interested applicants should send cover letter and resume to Jamie McAloon at firstname.lastname@example.org.