Administrative Assistant

Position Title:

Administrative Assistant

Hours:

Full Time, requires some evening availability

Supervisor:
Vice President of Marketing & Development

Classification:
Non-exempt, Hourly

The Administrative Assistant provides support to the Marketing & Development, Business Office, and Executive leadership teams.

Must be proficient in Microsoft Word, Excel and/or other similar software programs. Must have good written and oral communication skills, excellent organizational skills, strong attention to detail, and an ability to handle multiple tasks efficiently. Must have general office skills and work well with others. Experience with donation database and/or accounting software strongly preferred.

An animal care facility can be an emotionally challenging, high-stress, rapidly changing, and high-demand environment. Feelings of grief and loss, secondary trauma, and compassion fatigue are not uncommon. As such, working at HSHV requires a high degree of emotional regulation and resilience; the ability to tolerate and manage stress; adaptability to change; empathy for both animals and people; and an overall positive outlook.

• Manage and monitor the general HSHV email inbox
• Coordinate direct mail lists, data uploads, and deadline tracking. Ensure tracking codes in Virtuous
• Maintain and track development and marketing planning documents and ensure alignment with Virtuous
• Complete standardized metric reporting across annual fundraising efforts
• Generate and manage donation receipts
• Execute data imports (PetPoint, Virtuous, and related systems)
• Perform ongoing database maintenance and data cleanup, as needed
• Oversee dog training program scheduling and coordination
• Manage clinic email appointment reminders
• Coordinate and maintain the canister program
• Assist with kennel sponsorship program logistics, including tracking locations and organizing/displaying plaques
• Support planning and execution of small-scale development events, including ordering supplies, food coordination, and event setup
• Prep and coordinate development admin tasks, like large-scale mailings, premium distributions, and other misc tasks
• High-level management of in-kind donation processes, including staff request approvals and wishlist oversight

• Open business Office mail, distribute invoices for approval
• Remove printed invoices from Business Office printer and distribute for approval
• Scan approved invoices, employee check requests, employee reimbursements, etc.
• File completed paperwork
• AP packets (check/invoice packets)
• Manage Amazon invoices by printing and entering into MIP accounting software
• Perform Direct Deposit Donations Entry and Operations Cash Receipts Entry

• Assists executive leadership with reports, presentation, correspondence, and other administrative needs
• Coordinates special projects, tracks action items, and supports strategic initiatives
• Facilitates communication and administrative coordination across departments and teams
• Assists with report writing and record keeping
• Supports Board and committee administration, including meeting preparation, board packet assembly, room reservations, annual calendar, minute keeping and storage, communication, hospitality and holiday gifts.
• Serve as back-up to the Data and Process Manager for processing monthly shelter statistics report

• Provide excellent customer service to internal and external customers
• Stay up to date on HSHV policies and procedures, communicate needed updates to supervisors. Make edits as appropriate/directed.
• Other duties as assigned

While performing this job, you will be primarily seated at a desk in front of a computer. This position requires the ability to see a computer screen and use your fingers and wrists to use a keyboard and mouse, telephone and other office equipment. You will occasionally be walking, standing, squatting, and reaching and grabbing with your hands and arms. At times, you will need to be able to lift up to 25 lbs.

This position requires the ability to speak normally and to use normal or aided vision and hearing. Work is subject to frequent interruptions. You will be exposed to kennel/shelter setting. Occasionally during fundraising events, you may be exposed to various weather conditions while working outdoors. You will be consistently exposed to animals and animal allergens. You may be…