Director of Administration

ASPCA • New York, NY

1d • Remote

About The Position

The Director of Administration serves as the administrative anchor to support myriad teams on the cutting edge of addressing animal needs throughout the nation. For more than 150 years, our team of ASPCA experts has been on the frontlines to save, transform and protect the lives of millions of animals. The Director of Administration must be very organized, flexible, resourceful and efficient with top-notch written and oral communication skills, sound judgement, and terrific people skills. This position requires initiative, with a keen focus on finding and capitalizing on opportunities for enhanced efficiency and teamwork. If you’re excited to operate as the administrative leader of the ASCPA’s Program division while also providing direct executive support to the Chief Program Officer and the Senior Vice President, Program Operations and New Initiatives, we encourage you to apply to join our team! The Program division encompasses community-based veterinary services and sheltering operations. This division is made up of six verticals, including Animal Behavior, Community-Centered Medicine, Program Operations & New Initiatives, Shelter & Rehabilitation Operations, Shelter Services, and Veterinary Medicine.

Requirements

• Proven ability to seek and build positive and productive relationships that allow coordination of activities and communications between individual stakeholders and teams
• Ability to maintain a variety of regular and irregular communication loops involving a wide-ranging audience
• Proficient in a variety of computer programs, including Outlook, Excel, and PowerPoint, with an affinity for adopting new technology quickly
• Ability to plan, organize and run high-level meetings of individuals and departments
• Ability to work under pressure, prioritize a wide range of tasks and deadlines, and change course as needed
• Demonstrates initiative, judgment, diplomacy, sensitivity, and respect for confidentiality
• Strong team player combined with ability to self-manage and work independently
• Proven problem-solver and generator of new ideas with strong sense of team culture and opportunities
• Ability to work at multiple locations, including in office, at home, and occasionally at remote locations
• Strong verbal and written communication, including excellent grammar and editing and proofreading skills
• Proactive with the ability to anticipate needs
• Excellent organizational skills
• Proficiency in Microsoft Word, Excel and PowerPoint required
• Ability to exemplify ASPCA’s core values and behavioral competencies
• Bachelor's degree or equivalent professional experience required
• 7 years of experience providing administrative support with at least 2 years of experience providing administrative support at the executive level, including managing calendars for others and providing logistic support for ongoing work and priorities required
• 2 years’ experience managing people required
• 3 years of experience booking travel arrangements for others (e.g. booking flights, hotels, etc.) and making meeting arrangements (virtual and on-site) for others, required
• Experience taking meeting minutes and outlining and helping lead next steps required
• Experience designing, presenting and facilitating meetings required
• English (Required)

Nice To Haves

• Familiarity with Workday, Salesforce, Airtable, Box and Canva strongly preferred
• Familiarity with animal welfare preferred
• Experience with budgeting support and expense reporting for others strongly preferred
• Experience with project management preferred
• Experience with event and/or conference planning, set-up and execution preferred
• Writing and editing experience strongly preferred

Responsibilities

• Manage and protect calendars.
• Schedule and prioritize all appointments, troubleshoot scheduling challenges, and schedule group meetings, conferences, teleconferences and travel.
• 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 and submit expense reports.
• Monitor new technologies in use at the ASPCA, learn them, and guide Executives in implementation for maximum efficiency/effectiveness.
• Maintain the highest level of confidentiality while handling sensitive information and issues.
• Oversee special projects and initiatives as assigned by CPO and/or SVP, PONI
• Serve as the administrative lead for the Program Division, driving the effort to unify support across Program, building a cohesive team of administrative colleagues and elevating the entire administrative team’s efficiency.
• Ensure high performance, engagement, and that the team is cross-trained and able to support each other.
• Oversee administrative responsibilities for Program, including meeting and event planning, meeting facilitation, division-wide communications, expense report support and review, vendor setup, invoice entry and tracking, travel planning, etc.
• Partner with the Senior Director of Portfolio Management to ensure that the Program teams meticulously track metrics and key results, that monitoring and reporting systems are in place, and that teams effectively use data to track progress toward goals and to guide decisions.
• Ensure that high standards of timeliness and accuracy in reporting are met in providing service and support to internal and external stakeholders.
• Monitor the Organizational Calendar; structure Program schedules and reports to align with calendar milestones (e.g. quarterly and annual performance reviews, preparations for Town Hall, leadership chats, grand openings, etc.)
• Oversee Program administrative working groups focused on creating systems that improve efficiency and consistency in coordination with ASPCA Operations.
• Project manage, ensuring that members of the administrative team establish and stick to established timelines.
• Manage and provide logistical support to Program Senior Leadership Team for meetings, events, webinars and conference calls to include travel/accommodations, developing agendas, recording minutes, keeping time, and when needed, room setup, refreshments, A/V needs, and catering.
• Provide project support including note taking; recording and archiving notes, decisions, and action steps; tracking tasks and follow-ups; and conducting document management.
• Oversee the collection, distribution, archiving and maintenance of departmental documentation, including program updates, training activities, metrics, planning documentation, and reports.
• Draft, proofread, and manage CPO communications with clarity and discretion, ensuring alignment with the CPO’s voice and style across emails and Workvivo posts as needed.
• Manage communications including all-staff announcements and inquiries to/from departmental mailboxes.
• Manage two direct reports to help them succeed in their roles by communicating clear expectations, providing opportunities for learning & development, and building positive and trusting relationships
• Support your direct reports by holding regular effective feedback conversations, career conversations, annual performance evaluations, and ongoing check-in conversations on a cadence that’s appropriate for their role
• Articulate quality standards, hold self and others accountable for results, and celebrate success.
• Show empathy for others and create a non-judgmental environment that allows others to “be themselves,” building bonds and collaboration within and across teams
• Engage other administrative staff across the org, identifying opportunities to build connections, share best practices and align work to better support leaders across the organization.
• Represent Program as a spokesperson for internal speaking engagements, , program overviews and other internal opportunities as needed.
• Organize and facilitate team meetings, developing agendas, leading discussions, capturing notes and overseeing follow up and next steps to drive ongoing work across the division.
• Create presentations, spreadsheets, surveys and other documents supporting Program activities.
• Support program/training teams in applying for continuing education credit.
• Partner with Finance, Operations and Legal and other ASPCA departments to address and resolve Programs’ needs.
• Own miscellaneous Program team projects to ensure cross-functional operations.

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 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: Director