Administrative Assistant

Job Description

Job Description

Part-Time Administrative Assistant - Development Team (Hybrid)

Position Summary

The Part-Time Administrative Assistant will support the Development Team by assisting with donor and public communications, coordinating the organization’s Get Fixed Program, and assisting with administrative functions related to donations, merchandise, and in-kind support efforts. This position is customer-facing through both phone and email communication and requires a professional, compassionate, and responsible representative of the organization at all times.

This role requires strong organizational skills, attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced nonprofit environment while maintaining a high level of care in external communications.

Key Responsibilities

Get Fixed Program Administration

• Manage the organization’s Get Fixed Program, which assists pets across the country by sponsoring veterinary surgeries and medical procedures.
• Review incoming assistance requests and evaluate applicant eligibility according to program guidelines.
• Select and coordinate assistance for up to six pets per month.
• Communicate with pet owners and veterinary clinics regarding approvals, scheduling, and required documentation.
• Coordinate veterinary appointments and billing with veterinary offices.
• Maintain accurate records and tracking related to approved applicants, payments, and program expenditures.

Email, Phone & Public Inquiry Management

• Monitor and respond to incoming public inquiries across four organizational inboxes.
• Manage communications related to:
  • Get Fixed Program
  • Donations
  • Development inquiries
  • Merchandise inquiries
• Respond to phone and email inquiries in a timely, professional, and compassionate manner.
• Serve as a knowledgeable and responsible representative of the organization when communicating with donors, supporters, veterinary clinics, and the public.
• Route inquiries to appropriate team members when necessary.

Merchandise & Website Support

• Assist with Shopify administrative tasks, including:
  • Adding and updating products and product imagery
  • Uploading and managing purchase orders (POs)
  • Receiving and tracking incoming purchase orders
• Process customer orders, including returns, refunds, exchanges, and resolution of general order issues.
• Provide customer support related to online merchandise purchases.
• Assist with general website updates to ensure accuracy of product listings, content, and availability.
• Support inventory and order tracking in coordination with internal systems and vendors.

Donor & Development Support

• Assist the Donor Relations Specialist with administrative and donor support tasks as needed.
• Support donor database and CRM data entry, updates, and record maintenance.
• Assist with donor acknowledgments, tracking, and other development-related administrative projects.
• Maintain confidentiality and accuracy when handling donor information and organizational records.

In-Kind Donations & Wish List Coordination

• Maintain and update the organization’s in-kind wish list.
• Distribute wish list information to external vendors, supporters, and partners.
• Assist in coordinating and tracking incoming in-kind donations.

Administrative Support

• Provide general administrative support to the Development Team.
• Maintain organized digital files and records.
• Assist with special projects and other duties as assigned.

Qualifications

• Previous administrative, customer service, ecommerce, or nonprofit experience preferred.
• Experience with Shopify or similar ecommerce platforms is a plus.
• Experience working with donor databases or CRM systems preferred.
• Strong written and verbal communication skills.
• Professional, compassionate, and responsible demeanor in all public-facing interactions.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks and deadlines independently.
• Comfortable working with email platforms, spreadsheets, and basic office software.
• Compassion for animals and alignment with the organization’s mission preferred.

Schedule

• Part-time position
• 20 hours per week
• Monday through Friday, 4 hours per day

Work Environment

Schedule: Monday–Friday, 4 hours per day. Flexible scheduling is available between 8:00 a.m. and 5:00 p.m., with the expectation that the selected schedule remains consistent each workday.

Work Location: This is a hybrid position. The role is primarily remote, with the expectation of working onsite at The Asher House Sanctuary in Salem 2–3 days per week.