Job description
American Humane Association seeks a self-disciplined, detail-oriented, organized, and pro-active individual with a high level of professionalism, integrity, sound judgment, and outstanding interpersonal skills to work as the Executive Coordinator in the Office of the President. This position is based at American Humane Association’s national headquarters in Washington, DC and reports directly to the President and CEO.

For more than 100 years American Humane Association has been the nation’s leading voice for the protection of children and animals, the most vulnerable in our communities. As the oldest national humane organization – and the only one devoted to this dual mission and the power of the human-animal bond – American Humane Association has since 1877 been at the forefront of virtually every major advance in the prevention of abuse and neglect and the promotion of our most precious assets.

Position summary:
The Executive Coordinator will primarily provide administrative and special projects support for the President & CEO. This position will ensure the smooth coordination and completion of activities related to scheduling, correspondence and events. The Executive Coordinator must possess a high standard of work, exercise discretion when handling confidential information, pay close attention to detail and have the ability to set priorities and anticipate needs. The Executive Coordinator will be expected to become knowledgeable about all facets of AHA.

Responsibilities:
Handle administrative functions for the President and CEO including: answering phones, scheduling meetings and appointments, making travel arrangements, creating correspondence to constituents in the “CEO’s voice,” proofreading documents, coordinating internal and outgoing mail, creating and maintaining files, copying and faxing.
Maintain a comprehensive understanding of the workflow of the American Humane Association.
Screen telephone calls thoroughly and with diplomacy. Provide preliminary information to internal and external callers as appropriate and direct inquiries and requests as needed.
Manage correspondence, requests and information needs related to AHA activities including: tracking mail, handling acknowledgments, responding to requests and assisting staff in coordinating materials for meetings, reports, projects and mailings.
Assist with requests for vendor services and invoicing. Process expense reimbursements.
Participate in American Humane Association-related activities, events and meetings.
Coordinate event logistics and details, including coordinating catering and A/V needs, booking speaker and VIP guest travel, managing guest RSVP lists, and ordering, printing, and distributing materials.
Manage office supply order.
Perform special projects and other tasks as assigned.

Essential experience, knowledge, skills and abilities:
Bachelor’s degree and a minimum of 2-3 years administrative experience.
Experience working in a nonprofit or similar environment is required.
Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time effectively, conduct research and identify resources for projects. Skilled at coordinating complex meetings and travel arrangements.
Outstanding interpersonal skills, including the ability to work both in groups and individually to meet goals and to develop strong working relationships with internal staff and external constituents.
High degree of motivation and self-discipline with a strong work ethic. Maintains a conscientious approach to work with the ability to meet tight deadlines, anticipate needs and be proactive in order to resolve issues.
Excellent verbal and written communication skills, including proof reading and editing.
Demonstrates sound judgment and discretion in handling confidential information.
Ability to focus on detail without losing sight of the bigger picture, including monitoring and double-checking work and information for accuracy and quality.
Commitment to providing high quality service through responsiveness to all requests and maintaining a professional demeanor at all times.
Knowledge of and demonstrated proficiency in the use of software (Windows, Microsoft Word, Excel, PowerPoint and Outlook) while also quickly learning systems and processes specific to the department. Raiser’s Edge experience preferred.
Capability to type 50 words per minute preferred.

Direct reports:
None

Physical demands and work environment:
Position will be based in Washington, DC.
Travel will be required as needed.
Employees are expected to adhere to all organizational policies and to act as role models, demonstrating American Humane Association’s core values:

Compassion
Accountability
Respect for all
Loyalty to mission
Sustainability
Honesty, integrity, trust

How to apply
To apply, please email resume & cover letter to humanresources@americanhumane.org