Executive Assistant and Administrative Coordinator

MAIN OBJECTIVES:

The NHSPCA is excited to welcome a new Executive Assistant and Administration Coordinator to be part of our growing team.  This energetic, dynamic, and task-oriented individual will help further the mission of the organization by providing administrative support for agency programs, along with assisting the Executive Director with the ever-growing needs of the agency.

Founded in 1872, the NHSPCA is one of the first animal welfare organizations established in the USA.  In 2021, we completed a comprehensive renovation and upgrade to our animal housing, a new community space for programs, a new Veterinary Center for Community Wellness programs, and much more.  By joining the NHSPCA, your talents and education will make a difference in the lives of companion animals. 

The NHSPCA core values include respect, compassion, and cooperation. We are an equal opportunity employer.

General Duties: 

Support for the CEO including:

• Assist with calendar coordination, meeting preparation & materials
• Prepare and distribute monthly reports to the Board 
• Material preparation for employees, Board and Trust members 
• Administrative support as needed

Support for the Board of Directors, Trustees, and Committees 

• Scheduling of all Board, Trustee and Committee meetings 
• Assist with meeting preparation, materials, room preparation & hosting elements
  • Committee – agenda preparation & materials distribution, and subsequent documentation
• Prepare board meeting minutes and distribute accordingly
• Maintain policies, draft correspondence and forms 
• Ensure proper retention filing of board meeting materials

Agency and Office Administration

• Daily mail pick-up, sorting, and distribution 
• Daily bank runs and check processing
• Track and maintain agency office supplies 
• Maintain printer fleet - track ink supplies, assist staff with printer issues
• Rolling Meadows Pet Cemetery 
  • Coordinate administrative & memorial services elements 
• Safety Committee – Chair 
• Coordinate quarterly meetings
• Maintain injury reports, process claims and OSHA Reports
•  Maintain first aid kit supplies & AED
  • Secure certificates of insurance as needed
• Staff enrichment & support 
• Coordinate quarterly staff enrichment committee efforts
  • Preparation for agency staff meetings 
  • Provide support for agency events 

Programs Administration for Training and Humane Education

• Customer refunds, rescheduling, cancellations, and other outreach as needed
  • Logging orders for Training 
  • Assist with vaccine tracking

Other Duties as assigned

Qualifications:

The ideal candidate is highly organized with excellent written ability, technical ability, and customer service skills.  They will follow instructions accurately, self-motivating, demonstrate detailed follow-through on assigned tasks and manage multiple projects in a high traffic and busy environment. 

In-office hours are an essential function of the job, and being on our campus also allows the ability to see and snuggle some cute animals; an added benefit you can’t get just anywhere!