Director of Administration – Program Operations

Role Overview

• Serve as the administrative lead for the Program Division, driving the effort to unify support across Program, building a cohesive team of administrative colleagues and elevating the entire administrative team’s efficiency.
• Ensure high performance, engagement, and that the team is cross-trained and able to support each other.
• Oversee administrative responsibilities for Program, including meeting and event planning, division-wide communications, expense report support and review, vendor setup, invoice entry and tracking, travel planning, etc.
• Partner with the Senior Director of Portfolio Management to ensure that the Program teams meticulously track metrics and key results, that monitoring and reporting systems are in place, and that teams effectively use data to track progress toward goals and to guide decisions.
• Ensure that high standards of timeliness and accuracy in reporting are met in providing service and support to internal and external stakeholders.
• Monitor the Organizational Calendar; structure Program schedules and reports to align with calendar milestones (e.g. quarterly and annual performance reviews, preparations for Town Hall, leadership chats, grand openings, etc.)
• Oversee Program administrative working groups focused on creating systems that improve efficiency and consistency in coordination with ASPCA Operations.
• Project manage, ensuring that members of the administrative team establish and stick to established timelines.
• Manage and provide logistical support to Program Senior Leadership Team for meetings, events, webinars and conference calls to include travel/accommodations, developing agendas, recording minutes, keeping time, and when needed, room setup, refreshments, A/V needs, and catering.
• Provide project support including note taking; recording and archiving notes, decisions, and action steps; tracking tasks and follow-ups; and conducting document management.
• Oversee the collection, distribution, archiving and maintenance of departmental documentation, including program updates, training activities, metrics, planning documentation, and reports.
• Draft, proofread, and manage CPO communications with clarity and discretion, ensuring alignment with the CPO’s voice and style across emails and Workvivo posts as needed.
• Manage communications including all-staff announcements and inquiries to/from departmental mailboxes.

Requirements

• Bachelor’s degree or equivalent professional experience required
• 7 years of experience providing administrative support with at least 2 years of experience providing administrative support at the executive level, including managing calendars for others and providing logistic support for ongoing work and priorities required
• 2 years’ experience managing people required
• 3 years of experience booking travel arrangements for others (e.g. booking flights, hotels, etc.) and making meeting arrangements (virtual and on-site) for others, required
• Experience taking meeting minutes and outlining and helping lead next steps required
• Experience designing, presenting and facilitating meetings required
• Writing and editing experience strongly preferred
• Experience with budgeting support and expense reporting for others strongly preferred
• Experience with event and/or conference planning, set-up and execution strongly preferred
• Experience with project management preferred
• Familiarity with animal welfare preferred

Benefits

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays and paid personal time off that allows flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.