Job Type Full-timeDescriptionFull-time, hourly positionReports to the Chief Executive OfficerThe Richmond SPCA is a non-profit organization located in the heart of Richmond, Virginia. As a leader in the field of animal welfare, we are cultivating a community committed to saving, protecting and enriching animal lives with a mission to provide education and resources to achieve and sustain a no-kill community. Annually, we rescue, rehabilitate and find homes for about 4,000 homeless animals while also providing our region with vital safety net programs designed to keep thousands of pets in loving homes and out of shelters. Our values of collaboration, creativity, honesty, inclusion and respect guide not only what we do - but how we do it. The executive assistant will provide overall administrative support to the executive leadership of the Richmond SPCA as well as communications support to the Advancement office. This person will provide services essential to the mission of the organization and the daily operations of the chief executive officer, chief operating officer, chief advancement officer, chief financial officer and director of communication's offices, including high-level external communications, meetings management, internal office management, liaising with project and other department managers, organizing meetings, maintaining confidential information, managing supplies orders for various departments, etc.Essential Functions Administrative
- Provide administrative assistance, such as writing and editing emails and preparing communications on the executive leadership's behalf
- Maintain comprehensive and accurate records for the organization
- Manage deliverables to the executive leadership and provide any necessary reporting
- Answer and return phone calls, respond to emails and communicate messages and information to executive leadership
- Coordinate travel arrangements
- Assure the smooth functioning of meetings
- Organize board, board committee and other meetings, including scheduling, sending reminders, maintaining replies, gathering documents, attending to logistics (including audio/visual needs), recording, drafting and distributing minutes, arranging for catering, and following up on action items, etc.
- Create and edit presentations, documents and reports for executive leadership
- Participate on project teams when assigned (to include special events)
- Develop relationships with key organizational stakeholders, both internal and external
- Manage supplies orders for various organizational departments
- Manage room and resource reservations
- Troubleshoot technology issues and escalate when necessary
- Maintain confidentiality at all times
- Other duties as assigned by the executive leadership
Advancement
- Oversee incoming communication support requests from other departments to facilitate workflow among the communications team
- Provide copy editing and proofreading support to ensure grammatical and stylistic consistency of both printed and digital materials
- Monitor mentions of the Richmond SPCA both in traditional and new media using good judgment and discretion to manage responses and escalate when necessary
- Coordinate student requests for interviews and class project assistance
- Submit key events to local media calendars, make updates to the Richmond SPCA website calendar
- Maintain Google and Yelp profiles with closures/adjustments to operational hours
Requirements
- Able to react to change productively
- Daytime availability with the ability to work on occasional weekends and holidays
- Able to work in a fast-paced environment
- Have a valid driver's license and reliable transportation
- Be 18 years of age or older
Qualifications, Skills and Expectations
- Bachelor's degree or equivalent experience specific to the position
- Prior administrative experience preferred
- Uncompromising commitment to the wellbeing of every pet in our care
- Excellent written and verbal communication skills
- Comfort speaking with staff, volunteers, donors, board members and various other stakeholders
- Ability to maintain existing organizational systems
- Time management skills
- Attention to detail
- Ability to multitask
- Organizational skills
- Punctual and reliable
- Strong working knowledge of Microsoft 365
- Positive, can do attitude, with an eagerness to learn
- Aptitude for problem solving
Physical Job Requirements
- Occasionally lift 25-30 lbs.
- Able to work around animals (including those who are sick or injured or who have behavior challenges), loud noises, cat litter, animal waste, and various chemicals
- Able to bend and use your arms in a repetitive manner
- Able to kneel and stoop
- Able to work at a computer for up to 8 hours at a time
Work Environment
- Rapid pace with exposure to potential hazards including animal waste and disinfectants
- High levels of noise
- Potential for animal bites and scratches and diseases that are zoonotic (can be transmitted from animals to people)
All employees are eligible to become clients of the low-cost, full-service Susan M. Markel Veterinary Hospital of the Richmond SPCA. Employees who average 20+ hours a week can participate in our 401(k) retirement plan and have access to paid wellness leave. The Richmond SPCA is a qualified employer for the Public Service Loan Forgiveness Program.Full-time employees are eligible for insurance benefits, including medical, dental, and vision, life insurance, short-term disability, and paid personal leave. Salary Description $21-$24 per hour, commensurate with experience