Bethesda, Maryland


The Administrative Assistant will handle incoming calls and direct them to the appropriate staff, greet and direct visitors, package and delivery distribution, handle merchandise orders and requisitions, and maintain inventory of office supplies and/or equipment.  Will also provide general office support and perform a wide range of administrative and clerical activities and related tasks, which include, but are not limited to, sorting and processing incoming mail, coordinating and maintaining records of office space, computer equipment, telephones, and office keys. This position will also be responsible for creating and modifying various documents using Microsoft Office (MS Outlook, Word, Excel, and PowerPoint) and other software.

Essential Duties and Responsibilities:

General Administrative Support

  •  Answer incoming telephone calls promptly and courteously and direct them to the appropriate staff
  • Respond to frequently asked questions with patience, respect, and diplomacy
  • Greet and direct incoming visitors in a professional manner and promptly notify appropriate person upon their arrival
  • Open, process, and/or distribute incoming mail with other assigned staff
  • Prepare outgoing mail using postage meter; monitor postage account and reload postage on meter as needed
  • Assist in the coordination of pick-up and delivery of express mail services
  • Maintain merchandise inventory, preparing and fulfilling orders, tracking inventory and generating reports
  • Monitor inventory of office supplies and order new supplies as needed or requested
  • Monitor on-line faxes and direct incoming documents to the appropriate person
  • Assist with mass mailings
  • Schedule and organize meetings and conference calls as necessary
  • Assist with the planning of office events; order catering as needed
  • Maintain all office equipment through troubleshooting and placing maintenance calls as necessary
  • Operate standard office equipment (i.e. telephone system, facsimile, photocopier, postage meter, calculator, computer/printer, etc.)

Minimum Requirements and Competencies:

The requirements listed below are representative of the knowledge, skill and/or ability required for this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • At least two years of college or Associates Degree
  • A minimum of five (5) year’s experience in an administrative position, with at least two (2) year’s experience in a role with comparable responsibilities.
  • Knowledge of and experience with IT terms and concepts
  • Demonstrated skills in diplomacy and tact, with the ability to handle sensitive and confidential situations
  • Ability to effectively interact and communicate with individuals at all levels of the organization
  • Must have excellent telephone etiquette
  • Must be customer service driven
  • Must be punctual and have excellent time management skills
  • Must have excellent written, verbal and interpersonal communication skills
  • Must have excellent attention to detail and follow-through in completion of tasks
  • Excellent computer skills, with strong working knowledge of MS Outlook, Word, Excel, and PowerPoint
  • Ability to work both independently and as a team player, while recognizing the nature of a small nonprofit
  • Demonstrated ability and willingness to take initiative
  • Ability to convey information clearly
  • Ability to multi-task and meet deadlines

Desired Skills/Preferred Qualifications

  •  Knowledge of cat issues a plus
  • Previous non-profit, animal-centric experience preferred

 Essential Functions

  •  Must be able to see and read from a computer screen
  • Must be able to sit at a work station for long periods of time
  • Must be able to communicate clearly and concisely via telephone and in writing
  • Must be able to lift and hold a minimum of 25lbs
  • Must be able to work in an office with cats and dogs
  • Must be able to work in a vegetarian office

 Alley Cat Allies Organizational Expectations

Each employee is expected to consider Alley Cat Allies’ core principles in guiding their decisions and actions:

  • Understand and support the mission of Alley Cat Allies
  • Respect and value those who partner with or request assistance from Alley Cat Allies
  • Manage resources in a manner that maximizes the funds available for charitable activity
  • Appreciate the value of diversity and equal opportunity in all work relationships
  • Respect the contribution of each employee and support colleagues in fulfilling their individual responsibilities
  • Appreciate differences in perspectives and points of view and work collaboratively with colleagues toward shared goals and objectives