Administrative Coordinator

New York
Apr 09, 2013
May 09, 2013
C. Schaeffler
Full Time
Department: Media and Communications
Division: Development & Communications
Location: New York, NY

Job Summary:

The Administrative Coordinator (AC), Media & Communications will act as the main support person for the Senior Vice President and perform all administrative tasks, including but not limited to scheduling meetings, ordering supplies, answering telephones, checking and responding to telephone/e-mail messages as requested, disseminating reports, submitting expense reimbursement forms, coordinating business travel, drafting e-mails, among others. The AC may assist with aspects of internal communications, such as the organization’s central calendar, the drafting of memos, letters, and newsletters, assisting with Town Hall meetings, newsletters, and certain elements of the organization’s Intranet, and other projects as directed or needed. Based on performance, the AC will have the opportunity to assist with media relations-related tasks such as developing media lists and researching speaking engagements, and other projects. This position will offer basic administrative support to the Media & Communications team as directed by the SVP.

Job Responsibilities:

Day-to-day responsibilities include, but are not limited to:

-Provide primary administrative support to the Senior Vice President (including answering telephones, monitoring voicemail/email, updating calendar, scheduling meetings, booking travel, managing and organizing file system, submitting expenses, creating briefing documents, drafting memos, ordering supplies, etc.)
-Providing basic administrative support to the Media & Communications Team (including managing the budget tracker, scheduling group meetings, and submitting time sheets)
-Handle pressline during business hours and provide back-up after work hours as needed
-Edit and disseminate media monitoring report to key staff and Board members
-Compose, type, proofread, distribute and copy memos, meeting agendas/minutes, reports and other documents, as required
-Serve as Strategic Planning coordinator for department by entering annual goals and monthly progress reports into database
-Maintain files/archives on a variety of subjects including, but not limited to, inter- and intra-departmental projects, news releases, etc., and other administrative duties as assigned
-Assist Internal Communications functions such as draft memos, letters, postings, and update various aspects of ASPCA Intranet
-Assist with special projects, such as press events, and as directed by SVP (based on candidate’s performance)
-Willing to be available if necessary as emergency contact after business hours, on holidays and weekends, as required, which includes being available via phone/email 24/7
-Performing other duties, as required and deemed necessary by SVP


-BA, BS or equivalent


-One or more years of related experience in general clerical/administrative skills and/or PR or internal communications related internships

Knowledge Requirements:

-Ability to follow and report on animal welfare trends and current events reported in the media
-Ability to maintain good working relationship with the public, employees, and department staff
-Knowledge of and experience with IBM-compatible computers, word processing software, and other office equipment
-Working knowledge of MS Office Suites, including Microsoft Word, Excel, PowerPoint and Adobe Acrobat
-Ability to conduct basic research online
-Knowledge of Vocus and other media relations software programs a plus
-Ability and willingness to work flexible hours, long days and weekends, if required
-Understanding of the ASPCA’s mission

Skills Requirements:

-Strong verbal and written communications skills a must
-Strong administrative skills including ability to type, manage phone systems, note-taking a must
-Strong ability to multi-task
-Well organized and ability to prioritize various tasks
-Ability to perform job in professional manor and maintain confidentiality
-Strong interpersonal communications skills
-Ability to work rapidly and meet deadlines under pressure
-Proficiency in word processing and database computer programs, as above
-Ability to work independently

Additional Information:

-Must be a legal resident of the United States and be able to provide proof of authorization to work in the United States.
-Must be able to travel, if necessary


Our generous benefit package includes the following for full-time employees and (if qualified, we offer domestic partner coverage!) Medical, Dental, Vision, STD, LTD, 401(k), Flexible Spending Accounts (FSA), Transit checks, Tuition Assistance Program, Training Seminars, EAP, 50% hospital discount, Vacation, Sick, Personal & Company Holiday time off.

If interested in applying to this position, please submit your resume, cover letter and salary requirements at

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