Administrative Assistant - Charities

Position: Administrative Assistant - PetSmart Charities
About the Team

Pet Smart Charities is a mission-driven nonprofit committed to making the world a better place for pets and all who love them. With over $600 million granted to organizations across the U.S., Puerto Rico, and Canada, we've made a meaningful impact - helping millions of pets find loving homes, expanding access to affordable veterinary care, fighting pet hunger, and providing disaster response in times of crisis.

About the Location

Collaborative Work Environment:

At Pet Smart, teamwork and connection are core to how we thrive. This role is based at our Phoenix Home Office, with an expectation of working a minimum of four days in the office each week. In a standard work week, associates may work up to one remote "flex day" (with leader approval). Our hybrid approach is designed to foster strong collaboration while also supporting flexibility and individual success.

About the Job

This role is ideal for an experienced administrative professional who brings a proactive, solutions-oriented mindset, enjoys supporting leaders and teams, and takes pride in creating well-organized, welcoming, and impactful experiences - both day-to-day and through events. This role supports multiple directors across the Charities Leadership Team, each with distinct priorities and ways of working. Success in this role requires strong judgment, the ability to manage competing priorities, and comfort operating with a high degree of autonomy in a fast-paced, evolving environment.

Key Responsibilities

Leadership & Administrative Support

* Provide high-quality administrative support to multiple directors, helping leaders stay organized, prepared, and focused on highest priorities in a dynamic, multi-stakeholder environment

* Own and optimize complex, frequently shifting calendars across multiple leaders, proactively resolving conflicts, making tradeoffs, and aligning time to business priorities

* Prioritize and manage competing requests across leaders, exercising sound judgment and escalating when alignment is needed

* Coordinate meetings and team gatherings end-to-end, including scheduling, materials, logistics, and follow-ups to ensure effective outcomes

* Provide hands-on support during events as needed to ensure everything runs seamlessly

* Arrange travel and logistics for directors

* Support expense reporting and p-card reconciliation with accuracy and attention to detail

* Assist with onboarding and offboarding processes, helping new team members feel welcomed and set up for success

* Support day-to-day team needs such as ordering supplies, sorting & delivering mail, sending recognition (e.g., kudoboards), and coordinating department meetings

* Build strong, collaborative relationships across the Charities team and with external partners

Experience & Qualifications

* 5-8+ years of administrative experience, including support for multiple senior leaders (Director level or above) in a matrixed environment

* Strong organizational skills with the ability to manage multiple priorities and adapt as needs shift

* Experience planning and coordinating meetings or events with multiple stakeholders

* A proactive, self-directed approach with the ability to anticipate needs and solve problems thoughtfully

* Excellent interpersonal and communication skills, with a collaborative and service-oriented mindset

* High level of professionalism, discretion, and ability to handle sensitive information

* Proficiency in Microsoft Office (Outlook, PowerPoint, Excel, Word) and Adobe Acrobat

* Demonstrated ability to manage competing priorities across multiple stakeholders and make independent decisions

* Experience operating in ambiguous environments with shifting priorities

* Strong judgment and ability to proactively identify and solve problems

Additional Job Considerations

* This role requires collaboration, teamwork, and face-to-face interaction with colleagues, leaders, and/or clients.

* Being in the office ensures access to leaders, cross-functional partners, and resources necessary to make timely decisions and drive results.

* On-site presence in accordance with our Flex Smart policy supports our culture of innovation, mentorship, and engagement,…