Administrative Assistant

Sheldrick Wildlife Trust USA (SWT USA) is a 501(c)(3) nonprofit organization dedicated to the protection and preservation of elephants and wildlife in Kenya. For more than four decades, SWT has been a global leader in wildlife conservation, operating pioneering programs focused on elephant rescue and rehabilitation, anti-poaching, habitat protection, veterinary care, and community outreach.

Through the support of donors around the world, SWT's U.S. office helps advance these critical conservation efforts while fostering a passionate community of wildlife supporters.

Title: Administrative Assistant

Reports to: Executive Director, DSWT USA

Nature of Position: Full-time, hourly position of DSWT USA, Inc.

Based at: On site at The David Sheldrick Wildlife Trust USA, California Laguna Hills Office

Job Purpose: To support and grow the SWT charity in the US by providing general accounting, administrative and donor support to the SWT USA office.

Key responsibilities and accountabilities:

• Receive email and phone inquiries pertaining to SWT programs and donations and respond to inquirer according to DSWT USA communication policy
• Process daily checks including copying, scanning and filing details of deposit
• Enter donations from checks, manual credit cards, stocks and direct ACH’s into donor management system, Donor Perfect
• Print and mail or email donations receipts
• Write handwritten thank you notes to select donors
• Process tribute donations and send notifications (In Honor, In Memory)
• Assist in maintaining health of donor database including updating pledges, duplicates, and general software maintenance for Sales Force and Constant Contact
• Assist in annual audit as requested by Executive Director and accountant
• Scan receipts and paperwork filing for accountant on a weekly basis
• Process matching gifts
• Verify and process all 3rd party donation sites (Benevity, Your Cause, Fidelity, Paypal, etc)
• Run reports in Sales Force for Executive Director
• Schedule meetings for Executive Director and manage calendar
• Assist accountant with month end reconciliation (EE Givings, back end donation reconciliation, etc)
• Assist with merchandise orders including inventory count, order filling, etc.
• Manage various tracking worksheets in excel
• Support other staff members and staff accountant as needed
• Provide weekly or periodic updates as directed to Executive Director on task or project progress
• Additional projects and responsibilities as assigned by Executive Director

Requirements include:

• Associates or Bachelor’s degree in business, communications or similar related degree
• 2 years work experience in a professional environment
• Proficient in core computer skills, including MS Word and Excel
• Experience with Sales Force a significant plus
• Demonstrated ability to work in a flexible environment with the skills to establish priorities, set objectives, and achieve stated goals
• Must possess a relaxed, flexible, friendly, people-oriented attitude and effective time management skills with ability to multi-task and work exceptionally well within a team.
• Stress management skills with the ability to handle an array of situations calmly and professionally.
• Final candidate subject to background check.
• A knowledge of Sheldrick Wildlife Trust and an appreciation for animal welfare issues desired.