Manager, Administration

ASPCA

1d • $29 - $38 • Remote

About The Position

Are you a highly organized, proactive, and resourceful individual with excellent interpersonal and communication skills? Are you attentive to detail, adaptable, and capable of prioritizing and fulfilling multiple commitments at the same time? Do you thrive in a fast-paced environment, accomplishing your tasks with urgency and efficiency while being empathetic to the needs of others? The Manager, Administration will support our Policy Operations & Grants department with executive support, administration and project management, and grant reporting. The right candidate for this position is so much more than a resume - please take advantage of your cover letter to tell us why you are the one we are looking for! Thank application for this position will be open until Monday, March 9 at 5pm EST. Who We Are The Policy Operations & Grants (POG) department is in the Policy Division, which consists of multiple teams working nationally to rescue animals from cruelty cases and disasters; ensure effective enforcement of cruelty laws; improve the welfare of dogs, cats, equines, and farm animals by changing laws, policies, and public norms; and keep people and their animals together through targeted safety-net work. POG provides support to the Chief Policy Officer (CPO), who leads the division, and also includes the ASPCA’s Grants Team. The Grants Team provides funding to animal welfare organizations across the country to address and find solutions to the urgent challenges faced by vulnerable animals and supports a score of ASPCA program teams in achieving their objectives through targeted grantmaking, The ASPCA is one of the nation’s largest animal welfare funders. What You’ll Do The Admin Manager, Policy Operations & Grants provides administrative and project support to the Chief Policy Officer and the Vice President, Policy Operations & Grants, directly supporting some of the ASPCA’s most exciting work. This role also supports the creation of regular and ad hoc presentations, reports, and other communications for the Grants Team and the Chief Policy Officer, and manages administrative responsibilities for the Policy Operations & Grants department/cost center. This role will also provide support for grantmaking during peak periods as directed by the Senior Director, Grants Management. The Admin Manager must be very organized, flexible, and efficient with sound judgment and excellent problem-solving and people skills. A high level of professionalism and discretion is crucial for this role. This position reports to the Vice President, Policy Operations & Grants and does not have any direct reports. When and Where You’ll Work This is a remote-based position and is open to all eligible candidates based within the United States. This role will be expected to work a schedule that aligns with standard working hours in the eastern time zone and requires the ability to work evenings or weekends on occasion when needed. This position requires the ability to travel 5% when needed

Requirements

• Exceptional organizational skills; motivated by getting things done and done well
• Strong attention to detail – does not let anything slip through the cracks
• Friendly and good-humored with keen ability to build rapport and authentic, trusting relationships across the organization and externally; Comfortable following up with senior executives in support of CPO and VP’s priorities and agenda.
• Proficient in a variety of computer programs, including Outlook, Excel (including formulas, filtering data, and creating charts), Word and PowerPoint, with an affinity for adopting new technology quickly required; Excel skills such as pivot tables and v-lookups strongly preferred
• Ability to use Canva or similar software
• Operates with urgency but also demonstrates resiliency and patience as appropriate in the face of delay, ambiguity and challenges
• Ability to effectively manage, prioritize and execute both short term and long-term responsibilities; meets deadlines
• Exceptional written communication, including excellent grammar, editing and proofreading skills
• Exceptional verbal communication: proactive communicator, great listener, very perceptive
• Proactive with the ability to anticipate needs.
• High degree of personal responsibility; accountable; dependable
• Ability to utilize one’s own discretion and exercise independent judgment when solving problems and interacting with others
• High level of integrity and the ability to maintain the highest level of confidentiality
• High school diploma, GED or equivalent experience
• 3 years of work experience in administrative, project management, or similar roles required
• Experience managing calendars for others required; experience managing a senior level executive’s calendar strongly preferred
• Writing, editing, and/or proofreading experience preferred
• Experience with reviewing, distilling and reporting data for an audience preferred
• Experience in event planning preferred
• English (Required)

Nice To Haves

• Familiarity with animal welfare and/or non-profit organizations a plus

Responsibilities

• Executive Support for the Chief Policy Officer and the VP – Policy Operations & Grants
• Manage and protect calendars.
• Schedule and prioritize all appointments, trouble shoot scheduling challenges, and schedule group meetings, conferences, teleconferences and travel
• Maintain the highest level of confidentiality while handling sensitive information and issues
• Proactively review calendars to ensure executives have received ample information for upcoming meetings with time to prepare
• Maintain a deep knowledge of these executives’ priorities and workflow.
• Perform long-range planning to ensure time is appropriately allocated for team meetings, skip levels, visits and quarterly check-ins throughout the year, juggle frequent last-minute changes and coordinate with internal and external constituents
• Complete all travel logistics and itineraries, facilitate preparation for travel, and prepare & submit expense reports
• Monitor and learn new technologies and apps in-use at ASPCA; guide executives in implementation for maximum efficiency/effectiveness
• Draft, proof, and manage presentations and communications for CPO and VP including correspondence and online posts
• Monitor and learn new technologies and apps in-use at ASPCA; guide executives in implementation for maximum efficiency/effectiveness
• Administrative, Meeting & Project Management
• Plan, schedule and coordinate meetings, conferences and other events with ASPCA staff and external participants, both in-person and online
• Manage administrative functions including invoice entry and tracking, expense report support and review, vendor setup and urgent check requests, travel support, etc.
• Plan, coordinate and facilitate regular meetings for all Policy Division administrative staff to provide support, share resources, promote collaboration, cross-train to ensure backup is available when needed, and offer opportunities for professional development.
• Develop presentations and spreadsheets for presentations and projects
• Prepare and distribute agendas and pre-meeting assignments in advance to ensure effective meetings
• For in-person meetings: ensure that meeting supplies, agendas, and other materials are prepared and available, meeting room is appropriately set up, all IT and audio/visual needs are handled, and meals and refreshments are ordered with all preparations made for pick-up, setup, etc.
• For on-line meetings: ensure access to agenda and other materials; create detailed run-of-show as needed; and coordinate technical logistics including tracking attendance, monitoring chat, providing links, screen-sharing, polling, etc.
• Provide project support including note taking; identifying decisions, action steps, and individuals responsible for them; tracking tasks and conducting follow-up; and recording, archiving and managing project documents
• Work closely with Finance, IT, the People Team, Facilities and other ASPCA departments to address and resolve department needs
• Coordinate, integrate, and ensure timely collection of data and documents from Policy teams as requested by CPO
• Manage special projects and initiatives as assigned by CPO or VP
• Grants Reporting & Support
• Interface with Grant Officers, Senior Grant Officers, and grants management staff on a regular schedule to collect data and narratives to share grantmaking highlights with stakeholders in the organization including the Executive Leadership Team, the Communications Team, and all staff
• Create presentations and monthly, quarterly, and/or annual reports and other communications about Grants activities using visual presentation tools such as Canva and Powerpoint.
• Create charts, tables, graphs, etc., to present data using analytical tools such as Excel
• Cross-train with grants management staff to learn key grantmaking functions
• Provide grants management support during peak grantmaking periods under the direction of the Senior Director, Grants Management
• Other responsibilities as assigned by manager

Benefits

• Affordable health coverage, including medical, employer-paid dental, and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays, and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions — we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field, and so much more.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED