Current job title: Executive Assistant
Industry: Animal welfare
Department: Executive (75%),
Development (25%)
Years worked in this industry: 6
Years worked in this department: 5
years in Development, and always have done some things for the executive
director. Executive assistant less than 1 year.
Special training or attributes needed or helpful to
get job in this industry (or specific department): I started
out as an adoptions counselor, and they liked my customer service skills
and friendly personality, so when the development assistant position
opened up they encouraged me to apply for it.
Number of
managers and/or staff supported: 3 managers at
executive/director levels and
3 other staff
Typical work hours: 8:30 am – 5:30 pm
Weekends or overtime hours: Yes,
especially for events, but we have a lot of different projects going on at
our little organization and don’t have the staff to always fit everything
into the 40 hour work week. It averages out to maybe 1-2 weekends (usually
just one day) every month or two, and I frequently stay an hour or so late
and/or skip my lunch break to continue working. We are paid overtime.
General salary range
(Note: This is a general figure or range provided by survey respondent and may
NOT be an exact salary in order to
give survey respondent some privacy. Also you must take into account that
the number of years worked in industry/department may contribute to this
salary as well as criteria such as level of position and person reports
to, required hours and geographical location.): Approx.
$22,000
Benefits (direct or indirect): Yes, I
have health and dental insurance, a retirement plan, vacation and sick
leave, and discounted vet services.
Lingo you might hear in this industry:
Donors – people who give money to the organization
Sponsors – people/organizations who give money to help put on a specific
event
Adopters – people who adopt an animal from the shelter
A typical day on the job: I come in and
check my box in the executive director's office to see if the ED has anything for me to do. I
usually have several projects that I’m working on, and the executive
director and DD give
me things throughout the day. If the administrative assistant is gone, I do the bank bags. I
spend a lot of time helping the DC with the computer (she’s going to
training soon). Sometimes I run errands, but usually I am sitting behind
my desk. I do a lot of scheduling meetings/appointments and a lot of
writing drafts of letters and documents.
Positive things about being an administrative
professional in this industry:
1. I have a sense of
accomplishment because I feel like I am making a difference in the lives
of homeless animals.
2. Everyone who works here has to have a common love of animals, and I
genuinely like everyone I work with.
3. I get to take puppy breaks!
Negative things about being an administrative
professional in this industry:
1. It’s a nonprofit, so pay is
low.
2. We don’t always have adequate staff to do the work that needs to be
done.
3. The building is 58 years old and in poor condition, so it’s cold in the
winter, hot in the summer, and there’s a limit to the amount of technology
the outdated electrical can support (we’re in the middle of a capital
campaign, so this should change soon).
Type of workspace/office:
Open office area [with several others plus two director offices open
connect to office].
Primary responsibilities as an administrative
professional in this position:
1. Scheduling, sending out
reminders, and taking minutes for Board, Development, other various
committees, and Capital Campaign meetings.
2. Scheduling appointments and meetings for the ED.
3. Managing major donor and capital campaign gifts/thank you letters.
4. Reporting workers comp claims and filing paperwork.
5. Sending out pledge reminders and tracking capital campaign information.
Top thing(s) incumbent admin would require of job
applicants seeking to be her/his position replacement:
1.
Ability to work well with others.
2. Positive outlook.
3. Willingness to take on anything.
Office machines or equipment operated regularly:
Computer, adding machine, fax machine, copy machine, printer, laminator,
comb binder, postage meter.
Technology (hard) skills used regularly:
Typing, data entry, pulling queries/reports.
Critical soft skills: Flexibility
(serving 2 bosses), good communication (make lots of phone calls on behalf
of the ED, letters go to donors, and sometimes have to help others in the
office understand each other), willingness to work as a team member
(inadequate staffing), dedication (long hours, little pay), good people
skills (first one they see as they enter the office), sense of humor.
Pace of this position: Average [but
getting faster]
Geographical region: Midwest U.S.
Karen Porter, The Administrative Professional Job Performance and Career Success Coach™