Administrative Assistant

Position Title: Administrative Assistant
Department: Administration/Adoption Center
Reports to: Executive Director
Location: Pets Fur People
Job Type: Full-time
Salary: $14.00 - $15.00 hour

Position Overview:

The Administrative Assistant for the pet shelter will provide essential clerical, organizational, and administrative support to ensure the smooth operation of the shelter. This role involves managing the day-to-day office tasks, assisting in event coordination, maintaining records, and facilitating communication between shelter staff, volunteers, and external partners. The ideal candidate should have strong organizational skills, a passion for animal welfare, and the ability to manage multiple tasks effectively.

Key Responsibilities:

• Administrative Support:
• Answer phones, respond to emails, and handle general inquiries from the public, volunteers, and potential adopters.
• Assist in the scheduling and coordination of appointments, meetings, and events.
• Maintain filing systems for shelter records, including animal adoption forms, medical records, volunteer information, and other administrative documents.
• Process incoming and outgoing mail and packages.
• Order and maintain office supplies, kennel supplies and equipment. And assist Executive Director in ordering and maintaining medical supplies and medications.
• Data Entry & Record Management:
• Enter and update pet adoption records, medical logs, and other shelter data into the database.
• Prepare reports for shelter management, including animal statistics, volunteer hours, and inventory.
• Ensure accurate documentation for all animals, including vaccinations, treatments, and adoption paperwork.
• Communication:
• Draft and distribute newsletters, flyers, and other communication materials to promote shelter events and initiatives.
• Assist in social media management by creating posts and responding to inquiries.
• Liaise with donors, volunteers, adopters, and local businesses for support, donations, and collaboration.
• Volunteer Coordination Support:
• Assist in managing volunteer schedules and ensure adequate coverage for daily shelter operations.
• Coordinate volunteer orientation and training sessions.
• Event Coordination:
• Assist in organizing fundraising events, adoption drives, and community outreach programs.
• Manage event logistics, including scheduling, booking venues, and coordinating volunteer involvement.
• Financial Support:
• Help maintain financial records for donations, expenses, and budgeting purposes.
• Assist in processing donations and acknowledgments.

Required Qualifications:

• Education: High school diploma or equivalent required; associate's degree or higher in business administration or related field preferred.
• Experience: Minimum of 1-2 years of administrative experience, preferably in a nonprofit or animal care setting.
• Skills:
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Proficient in Microsoft Office Suite (Word, Excel, Quick Books, PowerPoint, Outlook) or equivalent software.
• Familiarity with database management and record-keeping.
• Detail-oriented with the ability to manage confidential information.
• Ability to work independently as well as part of a team.
• Knowledge of animal welfare and experience in a shelter environment a plus.

Desired Qualities:

• Passion for animals and animal welfare.
• Ability to stay calm under pressure and adapt to a dynamic work environment.
• Strong problem-solving skills and initiative.
• Positive attitude and excellent interpersonal skills.

Working Conditions:

• Office environment with exposure to animals and shelter activities.
• Occasional evening and weekend hours may be required for events or special projects.
• Physical ability to lift and carry light office supplies or shelter materials (up to 40 lbs).

This job description outlines the general nature and level of work performed by employees in this position. It is not intended to be an exhaustive list of all responsibilities, duties, and skills required. The Administrative Assistant may be required to perform additional tasks as directed by management.

Job Type: Full-time

Pay: From $15.00 per hour

Expected hours: 40 – 45 per week

Benefits:

• Paid time off

Schedule:

• 8 hour shift

Experience:

• Customer service: 1 year (Preferred)

Ability to Commute:

• Tyler, TX 75708 (Required)

Ability to Relocate:

• Tyler, TX 75708: Relocate before starting work (Required)

Work Location: In person

Salary : $14 - $15