Senior Manager, Administration

ASPCA • New York, NY

4d • $43 - $46 • Remote

About The Position

The Senior Manager, Administration helps to ensure effective performance and cohesive operations, through the management of administrative responsibilities for Senior Vice Presidents in the Program Division of the ASPCA. This role requires a highly-organized, proactive, and driven individual who is attentive to detail while keeping the big picture top of mind. The position involves supporting projects, managing systems, and continually elevating the team’s work. The ideal candidate thrives in a fast-paced environment, accomplishing tasks with urgency and efficiency while being empathetic toward the perspectives of others. This role serves as an administrative anchor and supports a myriad of teams addressing animals’ needs throughout the nation. The Program division encompasses multiple verticals and works to expand veterinary care, advance animal welfare locally and nationally, set standards for consistent, efficient, high-quality veterinary medicine, and provide vision and leadership to position behavioral care as a core component of animal welfare, as well as other initiatives critical to the care of animals.

Requirements

• Strong organizational skills with the ability to manage competing priorities, work within set deadlines, and adapt to changing circumstances.
• Exercise sound judgment, diplomacy, sensitivity, and respect for confidentiality when managing SVPs calendars, travel, budget, data and communications.
• Ability to see the big picture and connect the dots, with the ability to work independently in a remote setting.
• Ability to spot opportunities for bringing order, consistency, and predictability through simple processes to support communications and teamwork.
• Ability to seek and build positive and productive relationships that allow coordination of activities and communications.
• Skilled in planning, organizing, and facilitating meetings.
• Strong verbal and written communication skills, including grammar, editing and proofreading, and working with multiple individuals with a range of communication styles.
• Proficiency in Microsoft Office, including Outlook and Teams.
• Ability to learn new software quickly.
• Ability to exemplify ASPCA’s core values and behavioral competencies.
• High School, GED or equivalent work experience required.
• 4 years of experience providing administrative support with at least 1 year of experience providing administrative support at the executive level, including managing calendars for others and providing logistic support for ongoing work and priorities required.
• 1 year of experience booking travel arrangements for others (e.g., booking flights, hotels, etc.) required.
• 1 year of experience making meeting arrangements (virtual and on-site) for others, required.
• 2 years of experience taking meeting notes and outlining and helping lead next steps required.
• 1 year of experience supporting budget preparation and review required.
• 1 year of experience completing expense reports for others required.
• English (Required)

Nice To Haves

• Familiarity with Workday, Airtable, Box and Canva, preferred.
• Experience with event or conference planning, set-up and execution preferred.
• Experience collecting and managing data sets preferred.
• Background in animal sheltering, veterinary medicine or animal welfare a plus.

Responsibilities

• Manage complex scheduling for senior leadership and cross-functional meetings. Protect SVPs’ calendars; anticipate and resolve scheduling conflicts with discretion and efficiency. Juggle frequent last-minute changes and coordinate with internal and external constituents.
• Complete SVPs’ travel logistics and itineraries and facilitate preparation for travel.
• Take notes, track decisions, and document next steps during meetings to lead follow-up, keeping SVPs and teams apprised of progress.
• Monitor, flag, and take action on incoming communication.
• Prepare and submit monthly expense reports for SVPs.
• Maintain an understanding of SVPs’ priorities and workflow to help ensure time is appropriately allocated for meetings, skip levels, visits, and quarterly check-ins throughout the year. Bring forward issues, opportunities and trends to the SVPs’ attention.
• Monitor the organizational calendar and manage schedules to prepare SVPs and teams for routine requirements - including but not limited to - goal setting, quarterly and annual performance reviews, calibration, compliance training, annual planning, and budget preparation.
• Partner with Director and administrative colleagues to advance and elevate the efficiency and effectiveness of admin functions across Program. Cross train to facilitate learning and provide back up support to one another.
• Monitor new technologies in use at the ASPCA, learn them, and support them, in partnership with the IT team, to help guide SVPs in implementation for maximum efficiency/effectiveness.
• Assist SVPs in planning meetings to advance work against our shared goals, including with both internal and external partners and stakeholders. Ensure meeting participants are informed of the context for meetings, the agendas, and any prep work with ample time to prepare so that meetings are making the highest and best use of everyone’s time. Proactively suggest an asynchronous approach when that will be a better use of time.
• Manage and provide planning and on-site, in-person logistical support including travel arrangements, supplies, room setup, A/V needs, and catering.
• Routinely gather input and feedback on meetings, communications, and team processes to reinforce what’s working; create, improve or replace processes to ensure teams deliver on shared goals.
• Support timely collection and review of budget details and information, and provide initial analysis.
• Collect and help maintain data that informs the performance across departments.
• Support regular reporting: flag key tasks and keep involved stakeholders informed; help to draft communications and coordinate next steps.
• Serve as the primary resource for planned and timely data and budget inquiries across departments.
• Provide administrative project management support including tracking timelines, deliverables, note-taking, and scheduling.
• Facilitate communication between teams and escalate issues as needed to keep projects on schedule.
• Manage documentation for key projects, including archiving notes, decisions, and action steps.
• Create slide decks or other visual representations of information.

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: Manager
• Education Level: High school or GED