Administrative Assistant

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Volunteer Ad - Administrative Assistant

Treasured Pets Foundation (TPF) is a registered 501(c)(3) tax-exempt organization incorporated in Florida. We are located in the Tampa-St. Petersburg-Clearwater, FL area. The organization was formed in 2021 for the sole purpose of disrupting, combatting, and alleviating Economic Euthanasia. We are dedicated to empowering pet and companion animal parents with the knowledge and resources needed to enhance and extend the lives of their beloved canine and feline companions. While we’ve made outstanding progress since 2021, Treasured Pets still has scores of work to do. The problem of Economic Euthanasia is enormous, and the solution complex - requiring considerable funds and abundant human resources. We need your support to expedite the release of our innovative programs and services. Please help us fulfill our mission and realize our vision by donating the time you feel comfortable contributing. The Administrative Assistant role is key to our organization's success.

Title: Administrative Assistant

Pay: Volunteer position (May covert to salary when company is solvent based on candidate)

Time Commitment: 5+ hours per week with a min. commitment of six-months

Shift and Schedule: You decide, Monday - Friday, Weekends as needed

Location: Remote/Work-from-Home

Reports to: Volunteer Coordinator, CEO, Dept. Managers, Directors

Department or Team: Admin

Description: We are looking for an Administrative Assistant who is self-driven to help other professionals with the development of our animal welfare nonprofit organization and its programs. As an admin assistant, you'll help the company stay organized and complete tasks that allow executives to focus on more advanced responsibilities. Your duties include organizing meetings for administrators, collaborating with the Volunteer Coordinator, helping with the volunteer administrative functions, and composing documents. The ideal candidate possesses strong writing and organizational skills, is an effective communicator, embraces teamwork, and loves animals.

Admin Assistant Position Summary: As an admin assistant at Treasured Pets, you will manage routine and advanced duties for other professionals. You'll work closely with the President, COO, Volunteer Coordinator, administrators, and other employees to organize files, create correspondence, and prepare reports or documents. Your job is to complete a range of clerical tasks including managing calendars, sorting physical mail and email, and preparing invoices. You may also be responsible for helping to plan events and managing the schedules of officers and coordinators.

Duties and Responsibilities:

· Provides administrative support to ensure efficient office operations

· Maintains physical and digital filing systems

· Answers phone calls and directs callers to appropriate personnel, schedules appointments, and assists donors

· Responds to emails and other digital queries and correspondence

· Manages calendars for senior staff, including making travel arrangements

· Drafts and edits letters, reports, and other documents

· Inputs and updates information in databases and spreadsheets

· Prepares meeting agendas and takes meeting minutes

· Coordinates logistics for meetings

· Uses word processing and presentation software to create and edit documents

· Researches as requested and compiles and summarizes information for reports or presentations

· Works closely with staff and supports other colleagues as needed

· Works with sensitive information with discretion to maintain confidentiality and security and ensure compliance with privacy policies and regulations

· Ensures that deadlines are met and adapts to changing priorities

Required Skills and Abilities

· Digital literacy and research skills, including the ability to analyze the reliability of info

· Familiarity with standard office platforms, such as Microsoft Office and QuickBooks

· Data management and entry skills, inc. the ability to maintain and improve filing systems

· Accurate record-keeping, written communication skills, time management, multitasking, flexibility, and strong organizational skills

· Accuracy and attention to detail

· Interpersonal skills, professional and courteous demeanor, excellent office and phone etiquette, and the ability to diffuse tense situations

· Ability to work well under pressure and navigate multiple deadlines

· Proactive approach to problem-solving and process improvement

· Ability to work well independently and in collaboration with others

· May involve event planning and coordination

· Care deeply about animals, more specifically dogs and cats.

· Prolonged periods sitting at a desk and working on a computer.

Education, Qualifications, & Experience

· High school diploma or equivalent, associate’s or bachelor's degree is a plus

· Certified Administrative Professional (CAP) or Microsoft Office Specialist (MOS) certification is a plus

· Past administrative experience in a virtual office setting is a plus