Administrative Assistant, Reception, Strategy & Research

Please make sure to attach your resume to complete your application.

Summary:

The Administrative Assistant will perform two critical functions within the ASPCA.  First, they will provide information and guidance to the public regarding the ASPCA and related topics. Responsibilities will include responding to phone calls and emails and making the front desk at our 8th Avenue office in NYC a valuable resource for visitors and the public. 

Second, the Administrative Assistant will provide administrative support to the Strategy & Research team and the President’s Office. The Strategy & Research team works to engage the ASPCA in excellent strategic thinking and pursue cutting edge research to drive our short-and long-term goals leading to our vision that animals live good lives. The Administrative Assistant will interact with staff at all levels, ASPCA Board Members and with members of the public. As a representative of the ASPCA, the Administrative Assistant must have a sound sense of discretion and professionalism in all areas of their job. This role reports directly to the Executive Assistant to the President & CEO with a dotted line to the VP, Strategy & Research, and is a key member of the administrative support team for the ASPCA.

Responsibilities:

Provide Administrative Support to Strategy & Research team (50%)

  • Manage calendars and scheduling, meeting coordination, and travel
  • Manage Workday expense processing and submit invoices to Accounts Payable
  • Schedule complex meetings well in advance ensuring all attendees are well-informed and prepared with agendas ahead of time
  • Coordinate in-person meetings of the department including hotels, meals and local transportation
  • Manage note-taking within department meetings and some cross-department meetings; will share out notes when applicable
  • Coordinate any team communications, organizing team files, and purchasing office supplies as needed
  • Assist department leadership in the recruiting process where needed, including scheduling phone screens and interviews
  • Assist department leadership in the onboarding process where needed, including new hire paperwork and technology/office set-up; interns are part of this as well
  • Coordinate facilities and technology needs for the department; may assist with presentations as needed
  • Oversee the process for getting contracts with vendors completed and approved by all parties
  • Coordinate year-of-service milestone acknowledgments and celebrations for department staff
  • Maintain updated employee contact records, distribution lists, and team software account passwords
  • Assist with miscellaneous projects, as needed


Public Information Response (40%)

  • Handle and prioritize incoming and outgoing communications, including screening phone calls, handling general inquiries and routing calls to appropriate parties
  • Respond to phone calls from the public on ASPCA policies, positions and general organizational and animal related questions
  • Accept and notify the 8th Ave Offices in NYC of arrivals and deliveries  
  • Greet and help guests with name tags and signing the visitor log
  • Gauge each phone call and interaction using a high level of discretion on how to best represent the ASPCA
  • Stay up to date on what is happening throughout the ASPCA and share appropriate information to the public as requested
     

Support to the Office of the President and CEO (10%)

  • Assist the Office of the President with light administrative duties as assigned by the Executive Assistant (EA) to the President and CEO
  • May assist with support of the President & CEO while the EA to the President and CEO is out of the office
  • Display a high level of integrity and confidentially, alongside a keen attention to detail

Exemplifies the ASPCA’s Core Values:

o   Has Commitment and dedication to improving the lives of animals

o   Demonstrates Ownership and feels responsible for outcomes

o   Believes in Team – that we are stronger together

o   Seeks to Elevate others and reimagine what is possible ability

o   Focuses on Impact, specifically making change for animals

Experience:

  • At least two plus years of administrative experience and/or customer service experience
  • Experience calendaring and coordinating schedules is required
  • Experience coordinating travel and event logistics is strongly preferred
  • Experience processing invoices is preferred
  • Experience with Workday is a plus

Knowledge Requirements:

  • Efficient internet skills and the ability to find information quickly
  • Working knowledge in Microsoft Office applications, specifically Outlook, Excel, and PowerPoint

Additional Information:

  • Ability to work on-site daily at 520 8th Avenue in New York City
  • Flexible work style with the ability to work under tight deadlines and shifting priorities

Skills Requirements:

  • Excellent oral and written communication skills, including the ability to clearly explain policies and procedures, with appropriate follow through and attention to detail
  • Strong organizational and time management skills with the ability to multi-task and prioritize daily duties
  • Ability to listen to and direct phone inquiries quickly
  • Comfortable taking initiative and flexing between multiple priorities
  • Professional demeanor, and a voice that represents the ASPCA
  • Quick learner who is interested in maximizing the impact of the job
  • Outstanding interpersonal skills with the ability to create effective relationships throughout the organization at all levels
  • High level of integrity, ability to maintain confidentiality and discretion
  • Exercise independent judgment and initiative to determine approach or action to take in routine, non-routine, sensitive and sometimes complex situations

Qualifications:

See above for qualifications details.

  

Language:

English (Required), Spanish

Education and Work Experience:

High School Diploma (Required)

  

COVID Statement:
The ASPCA strives to maintain a COVID-free workplace. To that end, being fully vaccinated is a condition of employment for all ASPCA employees, including new hires, except where prohibited by applicable state or local law. The ASPCA makes reasonable accommodations for qualified applicants with disabilities or sincerely held religious beliefs that prohibit a person from being vaccinated.

Our EEO Policy:

The ASPCA is an Equal Employment Opportunity employer.  All qualified applicants will receive consideration for employment without regard to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status, or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

Applicants with disabilities may be entitled to a reasonable accommodation under the terms of the Americans with Disabilities Act and certain state or local laws.  A reasonable accommodation is a change in the ASPCA’s standard application process, which will ensure an equal employment opportunity without imposing undue hardship on the ASPCA.  Please inform the ASPCA’s People Team if you need an accommodation in order to complete any forms or to otherwise participate in the application process.

Individuals seeking employment are considered without regards to race, color, creed, religion, sex, national origin, ancestry, gender, gender identity or expression, age, marital or domestic partner status, citizenship status, sexual orientation, disability, genetic information, military or veteran status,  or any other characteristic protected by applicable federal, state or local laws, regulations or ordinances.

ASPCA is an Equal Opportunity Employer (M/F/D/V).

Please don’t forget to attach your resume to complete your application.

About Us:
The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States.

The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers.

The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources.

At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.