Administrative Coordinator

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

Summary:

The Administrative Coordinator (AC), Communications will gain invaluable marketing and communications experience providing essential support to the organization’s communications team as they share with audiences the stories of the ASPCA’s high-impact work and vision of animals living good lives, where they are valued by society, protected by its laws and free from cruelty, pain and suffering. This position will provide administrative support to the Senior Vice President, the department’s Vice Presidents, as well as the Communications department overall.

The department consists of traditional and social media outreach, communications to professional/shelter audiences, internal communications, executive communications, celebrity/influencer engagement, and marketing. They will perform all administrative tasks, including, but not limited to planning, scheduling, setting up and managing in-person and online meetings, ordering supplies, checking and responding to telephone/e-mail messages as requested, submitting expense reimbursement forms, coordinating business travel, organizing department budgets, regular media monitoring & dissemination of social and traditional media reports, supporting hybrid in-person and remote Town Hall meetings and staff trainings, and other projects and assignments as directed or needed. 

Additionally, as part of ensuring the overall efficiency and productivity of the department, they will provide Project Management (PM) support for department-wide projects such as team meetings, budgeting, and offsites, as well as select organization-wide projects. They will also provide support and back-up in a number of key areas, including helping with management of the budget and pressline.  

This is a hybrid in-person/remote position based in NYC. This position is expected to be in office 2-3 days per week, with flexibility needed for additional in-office time as necessary. This position will report to the Senior Vice President, Communications with dotted line reporting to other leaders in the Communications department based on assigned projects.

Responsibilities:

Administrative Support for SVP (50%):

  • Provide primary administrative support to the Senior Vice President
  • Schedule meetings for team SVP, VPs, leadership team and other Communications team members 
  • Book travel for SVP, VPs, others on team as needed 
  • Reconcile and submit expense reports 
  • Support other areas and special projects as requested by the Senior Vice President, VPs, and leadership team
  • Support on-site work and facilitate in-person meetings as requested/needed

Administrative Support for the Communications Department (50%):

  • Provide administrative support to the entire Communications department 
  • Manage budget tracking and process invoices 
  • Schedule group meetings and organize set-up for meetings (i.e. technology set-up for virtual meetings and physical set-up for in-person meetings)
  • Proactively review calendars to identify schedule conflicts and propose solutions
  • Respond proactively to meeting invitations for team members and propose scheduling suggestions
  • Support Communications events such as influencer and media events at ASPCA facilities, providing admin planning and preparation and in-person support and logistics oversight
  • Assist in developing dynamic and customized department meeting agendas – work with senior leadership to plan agendas in advance, prepare presenters, collect PowerPoint presentations and other multi-media assets; and oversee technology set-up for each meeting, as well as capture and disseminate post-meeting notes to the full team
  • Manage team subscriptions and memberships
  • Update and disseminate reports, including daily traditional and social media monitoring reports
  • Monitor press line inquiries, including routing media requests appropriately and in a timely manner and managing student journalist requests, 
  • Compile monthly media coverage reports for the Philanthropy team
  • Assist with media research projects as assigned  
  • Monitor assigned media outlets and circulate relevant stories
  • Help schedule and manage logistics for internal and team events
  • Compose, type, proofread, distribute and copy memos, meeting agendas/minutes, reports and other communications documents, as required
  • Maintain files/archives on a variety of subjects including, but not limited to, inter- and intra-departmental projects, news releases, etc., and other administrative duties as assigned
  • Assist with special projects, such as internal and/or external events, and as directed
  • Order department office supplies
  • Manage the product and swag closet, update the inventory on a regular basis, and support with keeping product stocked for influencers, media, and events
  • Assist in social media listening on channels like Facebook, Instagram, and TikTok, either natively on the platforms or through ASPCA’s social media management software, Sprout.
  • Monitor ASPCA Facebook groups and assist in engaging and responding, as directed.
  • Performing other duties, as required

Exemplify the ASPCA’s Core Values:

  • Has Commitment and dedication to improving the lives of animals
  • Demonstrates Ownership and feels responsible for outcomes
  • Believes in Team – that we are stronger together
  • Seeks to Elevate others and reimagine what is possible
  • Focuses on Impact, specifically making change for animals

Additional Information:

  • Ability and willingness to travel up to 10% of the time as needed 
  • Ability to work in a hybrid in-person/remote work environment based in NYC. Required in office 2-3 days per week, with flexibility needed for additional in-office time as necessary.

Skills Requirements:

  • Must have strong administrative skills including ability to type, manage calendars, and be an effective note-taker
  • Ability to understand the ASPCA’s mission, strategy, programs, policies, and values
  • Must be a self-starter, proactive and clear communicator in both written and verbal communications–able to anticipate needs and challenges, problem solve, and ask appropriate questions to mitigate issues
  • Ability to perform job in a professional manner and maintain confidentiality
  • Ability to work rapidly and meet deadlines under pressure
  • Must be well organized and ability to prioritize various tasks
  • Must have a keen attention to detail
  • Ability to maintain good working relationship with employees, department staff and the public
  • Strong working knowledge of Microsoft Office applications including Microsoft Excel spreadsheets and departmental budgets
  • Ability to successfully host online meetings using applications including ZOOM 
  • Must have knowledge of standard proofreaders’ marks and AP Style
  • Computer and Internet/search engine savvy 
  • Ability to  proactively ask key questions to understand the scope and impact of assigned projects, 
  • Ability to make necessary connections to move projects forward

Compensation and Benefits:

Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.   

  • The target hiring range for this role is $28.37/hour - $29.81/hour

 For more information on our benefits offerings, visit our website. 

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    Qualifications:

    See above for qualifications details.

      

    Language:

    English (Required)

    Education and Work Experience:

    High School Diploma (Required)

      

    At least one year of experience with basic meeting, event planning and logistics management, BA, BS or equivalent professional experience, Experience interfacing with external vendors a plus, Experience with social media platforms Facebook/Workplace, Instagram, X (Twitter), TikTok, LinkedIn among others (strongly preferred), Experience with the Survey Monkey online tool a plus, Prior experience supporting budgets and expense reports (preferred), Two or more years of related experience in general clerical/administrative work (required); PR or internal communications related experience (strongly preferred)

    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.