Job Description

Animal Humane Society is seeking a highly organized Executive Assistant to support our Chief Advancement Officer, Chief Marketing & Technology Officer, and Chief Financial Officer. This pivotal role ensures the seamless operation of executive offices in a fast-paced, mission-driven environment. If you have experience directly supporting senior leadership/executives and are passionate about the mission of Animal Humane Society, keep reading!

Pay: $24-31/hour

Benefits:

• Health, dental, vision insurance and more! 
• 15+ days of paid time off for a full year 
• 9 paid holidays + 4 floating holidays per full calendar year

Schedule: Full-time; 40 hours/week

• Monday - Friday during standard business hours

Location: This role is primarily on-site, with occasional opportunities to work remotely. Candidates must live in or have easy access to our Golden Valley location . Access to reliable internet, ability to prioritize work independently, and foster relationships while working in a hybrid (remote and in-person) environment preferred.

Application Requirements: Please include a cover letter with your application.

Job Summary:  The Executive Assistant to the Chief Advancement Officer (CAO), Chief Marketing & Technology Officer (CMTO), and Chief Financial Officer (CFO) provides high-level administrative support and ensures smooth operation of the executives’ office. This role serves as a key liaison between the CAO, CMTO, and CFO (the Executives) and internal/external stakeholders, assisting with project management, strategic initiatives, and daily administrative needs.

  Essential Functions

Administrative Support:

• Manage the Executives’ calendars, schedule meetings, and prioritize appointments to ensure optimal time management.
• Handle incoming communications (calls, emails, and correspondence) and draft responses or redirect inquiries as appropriate.
• Prepare agendas, reports, and presentation materials for meetings; take meeting minutes and ensure follow-up on action items.
• Maintain and organize confidential documents, records, and files in accordance with organizational policies.

Travel and Event Coordination:

• Plan and organize travel, including flight, hotel, and itinerary management for the Executives, as necessary.
• Assist in the planning and coordination of departmental and organizational meetings, events and other functions.

Project Management:

• Support strategic initiatives and projects by tracking deliverables, deadlines, and coordinating between departments.

Stakeholder Liaison:

• Serve as a liaison between the Executives, senior leadership team, employees, board of directors, and external partners.

Special Projects:

• Manage ad-hoc assignments and special projects as requested by the Executives.

Communication and Culture:

• Communicate in a positive and professional manner with customers, other employees, board members, and volunteers.
• Promote a culture of diversity, equity, and inclusion to make AHS a welcoming environment for all.

Technology:

• Monitor AHS email and other messaging software.

Other duties as assigned.

Additional Information:

Schedule and Attendance:

• Regular, predictable attendance, punctuality, and availability to work during operational hours.
• Attend and participate in regular team meetings, all staff meetings, and one-on-one meetings with CAO, CMTO, & CFO.
• May be required to work at a different site based on department needs.

May be required to attend occasional off-site meetings and events.

Work Environment:

• Primarily office/desk based.
• Adjacent animal shelter areas may be humid, noisy, or odorous.

Requirements

Experience

• Proven experience as an executive assistant to one or more executives at the same time or in a similar administrative role, preferably supporting executive or senior leadership.

Skills:

• Exceptional written and verbal communication skills, strong interpersonal skills, and attention to detail.
• Strong administrative and process management skills.
• Ability to work independently and meet deadlines.
• Strong organizational, time management, and problem-solving skills.
• High level of integrity, discretion, professionalism, and confidentiality.
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment.
• Proficient with computers, specifically a working knowledge of Microsoft products.
• Ability to foster a culture of diversity, equity, and inclusion to make AHS a welcoming environment for all.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Physical Demands:

• Prolonged sitting at a desk.
• Must be able to lift and carry up to 10 lbs.

Emotional Demands:

• Must be comfortable with the emotional aspect of work in an animal shelter environment, including the use of humane euthanasia.

Transportation:

• Reliable transportation required.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required for this role. Duties, responsibilities, and activities may change at any time with or without notice.

Benefits

About AHS  

Every year, Animal Humane Society provides direct care and services to help thousands of animals in need across Minnesota. 

As one of the nation's leading animal welfare organizations, AHS is transforming the way shelters care for animals and engage their communities. From innovative medical and behavior programs to investments in outreach and advocacy, we’re advancing animal welfare and creating a more humane world for animals everywhere. 

Why Work Here

• Make a difference in the lives of animals and people
• Join a team of coworkers who love animals as much as you do
• Work-life balance
• Unique animal adoption benefits and discounts on veterinary care and pet supplies
• Health insurance coverage for full time staff includes the following: medical, dental, vision, health savings account, flexible spending account for health care expenses and dependent care, voluntary accident insurance; critical illness insurance; hospital indemnity insurance; employee- paid supplemental life; employee-paid accidental death & dismemberment; and long term disability insurance.
• Employer-paid benefits for full time staff includes the following: basic life insurance, basic accidental death and dismemberment insurance, short-term disability. 
• Support for student loans: we are a Public Service Loan Forgiveness qualified employer 
• Mental Health and Counseling Support: all employees have access to our Employee Assistance Program with 3 free counseling sessions per year
• 401(K) for part-time and full-time staff
• Nine paid holidays for full-time staff
• Paid floating holidays for part-time and full-time staff (up to 4 days per year based on start date)
• Paid Time Off for part time and full time staff (amount is based on hours worked and FTE status)
• Paid parent leave for full-time staff

Our Organizational Commitment to Diversity, Equity and Inclusion: 

As an organization dedicated to making the world a more humane and compassionate place for animals, we know that people are at the heart of all that we do. Animal Humane Society’s commitment to diversity, equity, and inclusivity is essential to our mission and shapes our culture, our work, and the services we provide. 

At AHS we embrace and honor the inherent dignity and diverse experiences of our team members, volunteers, board members, partners, clients, and visitors, regardless of race, ethnicity, religion, gender identity, sexual orientation, age, ability, or income. Working together to instill equity and inclusivity within our organization will allow us to better serve the people and animals of Minnesota, and ultimately have a positive impact on animals in our care. 

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