Communications & Administrative Assistant

Communications & Administrative Assistant

Reports To:

Executive Director of Development and Executive Director of Shelter Management

Administration/Development

Full-Time

The Communications & Administrative Assistant provides day-to-day communications, development, and administrative support to the Gloucester-Mathews Humane Society (GMHS). This position works closely with the Executive Director of Development and Executive Director of Shelter Management to help ensure timely communication, accurate recordkeeping, strong donor and community relations, and efficient administrative operations.

The ideal candidate is organized, dependable, personable, detail-oriented, and comfortable managing a variety of responsibilities in a fast-paced animal welfare environment. This role requires strong written and verbal communication skills, excellent customer service, discretion when handling confidential information, and a genuine commitment to the mission of GMHS.

• Assist with the creation, scheduling, and posting of social media content across GMHS platforms.
• Help gather photographs, videos, animal stories, adoption updates, program information, and other content for marketing purposes.
• Assist with preparation of newsletters, e-newsletters, newspaper articles, flyers, signage, promotional materials, and other communications.
• Proofread and format written materials to ensure accuracy, consistency, and adherence to GMHS branding.
• Maintain calendars for social media, community outreach, events, campaigns, and other communications.
• Assist with updating website content, online event information, and adoptable pet promotions as assigned.
• Monitor general communications channels and direct questions, media inquiries, or sensitive matters to the appropriate staff member.
• Help maintain organized digital files of photographs, graphics, marketing materials, media coverage, and organizational resources.

• Process and maintain accurate donor information within the donor database.
• Prepare donor acknowledgments, tax receipts, thank-you letters, tribute notifications, and other donor correspondence.
• Assist with donor mailings, annual appeals, fundraising campaigns, sponsorship materials, and stewardship activities.
• Help maintain accurate mailing lists, donor records, sponsorship information, and campaign tracking.
• Assist with donor recognition and stewardship efforts.
• Prepare materials for donor meetings, tours, presentations, and appreciation activities.
• Provide administrative support for grants, sponsor ships, and fundraising initiatives as requested.
• Assist with donation collection, documentation, and reconciliation procedures in coordination with appropriate staff.

• Assist with planning and coordinating fundraising events, adoption events, community outreach activities, and educational programs.
• Help prepare event materials, registration lists, signage, sponsorship recognition, auction or raffle materials, and other event needs.
• Communicate with vendors, sponsors, volunteers, community partners, and event participants as assigned.
• Assist with event setup, breakdown, and on-site activities.
• Maintain event calendars, RSVP lists, sponsorship records, and follow-up correspondence.
• Represent GMHS professionally and positively at community events and organizational functions.

• Provide general administrative support to the Executive Director of Development and Executive Director of Shelter Management.
• Assist with correspondence, document preparation, spreadsheets, data entry, filing, scanning, copying, and record organization.
• Help coordinate meetings, appointments, calendars, tours, and organizational activities.
• Prepare meeting materials, agendas, notes, reports, and other documents as requested.
• Assist with maintaining organized electronic and paper records.
• Help track deadlines, projects, vendor information, contracts, and recurring administrative tasks.
• Assist with ordering and maintaining office, event, and promotional supplies.
• Route phone calls,…