Administrative Assistant

2 weeks ago

Stockton, California, United States ANIMAL PROTECTION LEAGUE Full time $40,000 - $60,000 per year

Position Summary

Provides administrative and event support to ensure smooth day-to-day office operations, excellent stakeholder service, and organized records for APL. This role is strictly non-clinical.

Essential Functions

Reception & Executive Support

  • Answer/route calls and emails; greet visitors; manage calendars and meeting logistics.
  • Draft correspondence; take meeting notes; track action items.
  • Process mail; scan/file; maintain orderly document repositories.
  • Manage calendars, schedule appointments, arrange meetings.
  • Collect mail from post office box.

Documentation & Spreadsheet Creation

  • Create Excel spreadsheets and Microsoft Word documents (templates, trackers, labels; basic formulas; mail merges); maintain version-controlled folders.
  • Create and proofread reports, presentations, invoices, and other documents.

Finance & Recordkeeping Support

  • Prepare deposits; reconcile receipts; maintain petty-cash log.
  • Process invoices/expenses; collect W-9s; set up vendors; retain purchasing records.
  • Maintain filing systems, manage databases, and ensure documents are organized and easily accessible.

Data, Reporting & Grants

  • Maintain donor/partner CRM and simple dashboards.
  • Maintain Clinic monthly report
  • Organize grant files (narratives, budgets, reports, collateral) and keep audit-ready folders.

Donor Relations, Events & Communications

  • Enter donations; issue timely tax/in-kind acknowledgments.
  • Maintain email lists; draft basic e-news; update website pages.
  • Support events (save-the-dates, RSVPs, sponsors, signage, guest lists); coordinate social posts.

Support

  • Provide support to management and other team members by assisting with various administrative projects and tasks.

Procurement, Facilities & IT Coordination

  • Order general office supplies/equipment; compare pricing; manage vendors.

Cleaning & Organization (Non-clinical Areas)

  • Keep office common areas (lobby, front desk, hallways, admin offices, break area, restrooms) tidy: wipe surfaces, dust, empty trash/recycling, restock supplies, sweep/vacuum/mop as needed.
  • Sanitize high-touch points in client-facing areas; organize supply closets with labels and par levels; schedule quarterly deep cleans.

Competencies

  • Organization and time management; attention to detail and accuracy.
  • Professional communication (phone, email, written).
  • Confidentiality and discretion; customer service mindset.
  • Proficiency with Google Workspace; basic Excel/Sheets; QuickBooks/Donor CRM a plus.

Work Environment & Physical Requirements

  • Office setting with frequent computer/phone use; local errands and event support.
  • Regular handling of non-clinical cleaning tasks in common areas.
  • Must possess a valid California Driver's License, maintain current auto insurance, and have reliable transportation for local errands and off-site events.

Other Duties as Assigned

Additional duties may be assigned as necessary to support the efficient and effective operations of the organization.

The APL requires pre-employment drug testing and background check. The APL is an at-will employer.

Job Type: Part-time

Pay: $ $24.00 per hour

Expected hours: 15 – 20 per week

Ability to Commute:

  • Stockton, CA Required)

Ability to Relocate:

  • Stockton, CA 95203: Relocate before starting work (Required)

Work Location: In person

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