Administrative Assistant

TITLE: Administrative Assistant
REPORTS TO: Executive Director

Position Overview

The Administrative Assistant supports the Development Department by assisting with day-to-day administrative functions across fundraising, marketing, and special events, helping ensure smooth and efficient departmental operations.

Administrative / Fundraising Responsibilities

• Collect daily mail and prepare all checks for deposit, including copying checks, coding donations, and assisting with preparation of donations and bills for the shelter accountant.
• Assist with donation acknowledgment processes.
• Assist with data entry and database maintenance.
• Maintain organized filing systems, including but not limited to donor records, invoices, and cash receipts.
• Ensure all records and documents are prepared and available for the annual financial audit.
• Track and maintain office supplies, including letterhead, envelopes, and general office materials.
• Ensure all outgoing mail is completed in a timely manner, including same-day processing when required.
• Provide general administrative support, including copying, filing, mailing, emailing, and related tasks.
• Assist at community events as needed.
• Perform other duties as assigned to support development, marketing, and special events efforts.

Requirements

• Demonstrated success in providing administrative support.
• Ability to work independently with minimal supervision.
• Experience with DonorPerfect or similar donor management software preferred but not required.
• Proficiency in Microsoft Word, Excel, and PowerPoint required.
• Highly organized, detail-oriented, and comfortable working in a fast-paced environment.
• Strong technical skills and willingness to learn new systems and tools.
• Excellent verbal and written communication skills.
• Willingness to learn and assist with website and social media tasks as needed.
• High level of interpersonal skills to handle sensitive and confidential situations with professionalism, tact, and discretion.
• Ability to interact and communicate effectively with individuals at all levels of the organization.
• Ability to maintain effective working relationships and produce accurate, complete work under minimal supervision.

Education / Training / Experience

• Demonstrated success in providing administrative support.

Physical / Environmental Requirements

While performing the duties of this job, the employee regularly works around animals (dogs and cats), may occasionally work outdoors in varying weather conditions, and may be exposed to fumes, airborne particles, or cleaning chemicals. The noise level in the work environment is usually moderate to loud. The employee may be required to lift or carry up to 30–35 pounds. Occasional local travel is required.