Executive Office Administrator

Job Title: Executive Office Administrator

Reports to: Executive Director

Objective: The Executive Office Administrator provides administrative and project support to the Executive Director and Board of Directors and serves as a central resource for the organization’s banking, accounting support, purchasing, inventory, records, safety compliance, and administrative systems. The position works across departments to keep essential operational and financial processes accurate, timely, organized, and well documented.

Position Type and Hours : Non-exempt, hourly, full-time.

Duties & Responsibilities:

Clerical & Bookkeeping (35% of the time)

• Perform routine banking activities, including reviewing ACH and check Positive Pay exceptions, supporting fraud-control processes, researching transactions, monitoring account information, preparing and making bank deposits, maintaining petty cash and change, and uploading payment information to the bank.
• Support accounts payable and related payment processes by receiving, scanning, coding, and submitting invoices and check requests; creating bills; processing approved payments; printing and mailing checks; and maintaining accurate supporting documentation and procedures.
• Assist with monthly and annual financial processes, including creating and reconciling expense reports, reviewing and posting credit-card transactions, distributing and updating monthly financial documents, researching and reclassifying expenses, responding to staff questions about accounting codes and documentation, and providing records requested by the external accountant.
• Coordinate documentation and responses for the annual audit and tax filing, and assist with annual budget preparation and insurance renewals as requested.
• Prepare recurring invoices and financial filings assigned to the role, including partner transfer billing, retirement contribution bills, cash-card reporting, and vehicle-donation tax forms.
• Oversee mail, incoming packages, donation-check processing support, postage, and other assigned clerical systems; route materials promptly and maintain appropriate confidentiality and controls.

Purchasing, Supply Inventory & Retail Support (30% of the time)

• Manage purchasing and inventory for general shelter, janitorial, PPE, office, break-room, and other assigned supplies, including monitoring stock daily, anticipating lead times and usage, sourcing competitive prices, maintaining vendor relationships, placing orders, and documenting purchasing decisions. Hospital-specific purchasing and prescription-food inventory remain with the Hospital Supervisor.
• Receive, open, sort, transport, stock, rotate, and organize supplies and deliveries throughout the shelter, warehouse, offices, and break room. Replenish frequently used items on a regular schedule and maintain orderly, clearly labeled storage areas.
• Respond to department supply requests, maintain purchasing and inventory references, coordinate periodic wish-list updates, and identify shortages, excess inventory, or process improvements.
• Support retail operations by monitoring inventory levels in Square, purchasing approved merchandise, creating purchase orders, receiving and verifying shipments, updating item quantities and records in Square, producing price labels, and maintaining the retail inventory and vendor reference library.
• Coordinate with the Business Operations Manager and other designated staff regarding retail assortment, budget approvals, and operational priorities.

Executive, Board, & Organizational Support (20% of the time)

• Provide direct administrative and project support to the Executive Director, including calendar and meeting coordination, research, preparation and organization of materials, follow-up tracking, and support for presentations, projects, and events.
• Support Board and committee work by maintaining contact and governance records, helping prepare and distribute meeting packets and communications, coordinating meeting logistics, and providing other administrative support as requested.
• Maintain shared organizational systems and administrative controls, including the conference-room calendar, gift-card tracking, certificates of insurance, recurring-task trackers, vendor and contact information, forms, standard operating procedures, and other shared documentation.
• Serve as a resource for locating organizational information and procedures; respond to routine questions, connect staff with the appropriate owner, and help improve documentation and administrative workflows.
• Provide occasional administrative and project support to other departments as directed, while communicating competing priorities and protecting time-sensitive recurring responsibilities.

Safety, Compliance & Knowledge Management (10% of time)

• Administer assigned workplace-safety processes, including reviewing and routing animal bite reports, maintaining bite-report records, completing related system entries and notifications, and participating in the Safety Committee.
• Support workplace-injury reporting and claims by assisting with SAIF documentation and related filings, maintaining OSHA injury and illness logs, posting required annual summaries, and promptly escalating incidents subject to special reporting timelines.
• Maintain current safety, insurance, legal, banking, estate, and compliance records assigned to the role, and assist with routine organizational filings and information requests.
• Administer records-retention processes for paper and electronic records, including organizing files, transferring records to off-site storage, retrieving archived materials, coordinating annual shredding, and maintaining retention and storage documentation.

Facilities Support & Coordination (5% of time)

• Provide backup administrative support for facilities operations by coordinating designated vendors, service visits, inspections, bids, documentation, and follow-up with the Business Operations Manager and Facilities Assistant.
• Maintain facilities vendor, service, insurance, and compliance documentation and assist with routine building-related administrative tasks as assigned.

Knowledge, Skills & Abilities

Knowledge

• Basic bookkeeping, banking controls, accounts payable, and financial-documentation practices
• Workplace safety, injury reporting, records retention, and general compliance practices
• Purchasing, inventory control, receiving, and vendor-management practices
• QuickBooks Online, Microsoft Office, Google Workspace, and Square, or the ability to learn comparable systems.

Skills

• Strong organization, prioritization, and attention to detail across recurring deadlines and frequent interruptions
• Clear, professional written and verbal communication
• Sound problem solving, research, and independent decision-making
• Accurate data entry, reconciliation, document control, and recordkeeping
• Customer service and cross-departmental coordination
• Operation of standard office equipment and a motor vehicle 

Abilities

• Work cooperatively and responsively across teams and departments while managing competing requests
• Maintain confidentiality and handle financial, personnel, legal, and other sensitive information appropriately
• Build and maintain effective relationships with board members, vendors, staff, volunteers, and external partners
• Take initiative, maintain reliable tracking systems, and improve processes and documentation proactively
• Balance hands-on operational work with detailed administrative and financial responsibilities

Qualifications

Required

• High school diploma or equivalent
• 1–2 years of relevant professional experience
• Experience using spreadsheets, shared-document systems, and financial or point-of-sale software

Preferred

• Associate’s degree or equivalent combination of education and experience
• 3+ years of experience in office administration, bookkeeping, purchasing, or operational support
• Experience with QuickBooks Online, Square, Google Workspace, workplace-safety documentation, or nonprofit financial processes
• Experience in a volunteer-based organization or animal shelter

Mental Effort: This position includes a broad variety of recurring, deadline-driven, and responsive tasks. The job holder must independently assess urgency, sequence work, and balance planned responsibilities with frequent interruptions and requests from multiple departments. Many duties follow established procedures, while others require research, troubleshooting, judgment, and the development or improvement of processes. The role requires sustained attention to detail, accurate handling of financial and compliance information, proactive communication, and the ability to shift priorities without losing track of deadlines.

Physical Requirements and Work Environment: 

Physical Requirements

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Move and/or transport items up to 50 pounds (assisted or unassisted)
• Position oneself at various levels to successfully carry out the essential functions of the job
• Communicate effectively with other staff, volunteers, clients, and members of the public by email, phone, or in person
• Navigate the shelter and building
• Read and keep accurate records/files
• Work on a computer and use various software programs
• Operate office equipment such as a copy and fax machine, printer, scanner, and multi-line telephone 

Work Environment

Work in this position is performed within an office setting at an animal shelter. Typically the work environment is well-protected and free from hazards or obstacles. Job conditions are usually comfortable, with only minimal issues of confinement, temperature change, noise, smell, interactions of a disagreeable nature, exposure to contagious zoonotic disease, emotional taxation due to the nature of animal welfare, etc. Job conditions are occasionally uncomfortable relative to noise, temperature, smell, and/or dirty conditions. With that said, the worker may be occasionally exposed to the following: 

• Distressed animals that put the worker at risk for injuries such as bites and scratches
• Animal urine, animal feces, animal vomit, animal blood, animal fur
• Medications used to treat animals
• Disinfecting agents such as bleach and Rescue®

Pay Range: $28-$36 per hour depending on experience

*This position requires driving, so the job holder must possess a valid driver’s license and clean driving record. 

This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job related duties required by their supervisor. This document does not create an employment contract implied or otherwise, other than an “at-will” relationship.

**Please Note** This position provides screener questions during the application process that will replace the requirement for a Cover Letter.