Job Description

Position Description:

We are seeking a compassionate and highly organized

Administrative Assistant

to support the day-to-day operations of our animal shelter. This role is crucial in maintaining smooth administrative workflows, supporting shelter staff, and providing excellent service to the public and volunteers. This role is primarily based in the shelter front reception office space and will require occasional interaction with animals or participation in shelter events. Occasional evenings or weekends may be required.

Key Responsibilities and Accountabilities:

Serve as a primary point of contact for the public, providing clear and professional communication in person, by phone, and via email; manage inquiries, direct requests appropriately, and represent the organization with a high level of customer service.

Provide direct administrative support to the Executive Director and shelter staff.

Maintain and organize shelter records, including adoption forms, waivers, logs, and documents.

Assist with data entry and management of our shelter software/database.

Support donation tracking, including issuing receipts, invoices and thank-you letters.

Handle and balance cash, run the point of sale system and manage mail duties.

Coordinate with vendors, service providers, and volunteers as needed.

Help prepare reports, presentations and briefing materials for meetings and events.

Assist in designing fundraising and promotional materials such as brochures, posters and flyers.

Assist in creating graphics and content for social media, manage social media accounts and inboxes.

Order office and operational supplies and maintain inventory.

Assist in planning and organizing events, outreach activities, and fundraising campaigns.

Maintain confidentiality and comply with shelter policies and procedures.

Maintain and update the SPCA website.

Draft and proofread internal and external communications.

Assist in developing policies and procedures to improve efficiency

.

Administer and assist with the SPCA's raffle program, prepare and submit applications and reports for SLGA licenses, ensuring compliance.

Research potential grant opportunities, track deadlines and requirements and assist in drafting/editing grant applications.

Coordinate with vendors, service providers, volunteers, and regulatory bodies

Support donor stewardship, fundraising campaigns and community events.

Qualifications and Skills:

High school diploma or equivalent required. Certificate or Diploma in business, administration, nonprofit management, communications, or related field (or equivalent experience) preferred.

Previous administrative or clerical experience, preferably in a non-profit or animal care setting.

Knowledge of inner workings of a non-profit organization.

Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable learning new software systems.

Knowledge of SLGA regulations and/or experience with raffle systems (such as Nexus) is considered an asset.

Basic bookkeeping understanding is considered an asset.

Social Media knowledge and skills.

Excellent written and verbal communication skills.

Strong organizational and multitasking abilities.

Ability to work compassionately with the public, staff, and volunteers in a fast-paced environment.

Passion for animal welfare and alignment with the shelter's mission.

Please provide a minimum of three references.

Job Type: Full-time

Pay: $19.00-$21.00 per hour

Expected hours: 40 per week

Benefits:

Casual dress Company events Dental care On-site parking Paid time off Store discount Vision care
Work Location: In person