Administrative Assistant, MWO

Summary:

Overview

The Administrative Assistant will provide direct support by assisting with the daily administrative and operational needs of the MWO. The Administrative Assistant will complete administrative tasks associated with Vice President and leadership support office operations travel and event planning greeting and engaging with visitors and the public and in-bound and out-bound mailings.

Who We Are

ASPCA Poison Control the leading animal poison control service in North America is

committed to serving pet parents and the veterinary community. ASPCA Poison Control fields

over 400000 calls and manages over 300000 cases annually. ASPCA Poison Controls clinical

toxicology team supports veterinarians and pet owners 24/7 using a proprietary database

containing over five million cases.

Please note: Applications for this role will be accepted until 5pm ET on Wednesday Sept 17th.

Responsibilities:

What Youll Do

• The Administrative Assistant reports directly to the Vice President ASPCA Poison Control and Client and Member support and has no direct reports.
• The Administrative Assistant will ensure efficient operation of the Midwest Office in Champaign IL and will assist leadership managers and employees with a variety of tasks related to organization hospitality and communication. The person in this role will manage calendars; prepare reports and other documents; greet staff vendors and visitors; handle inquiries; and provide general assistance as requested.

Where and When Youll Work

• This position is an on-site role at the ASPCA Midwest office and reports to the Vice President ASPCA Poison Control and Client and Member Support
• This position requires the ability and willingness to work a flexible schedule including after-hour availability to support team members working 24/7/365.
• Ability and willingness to travel occasionally as needed.

What Youll Get

Compensation

The target hiring range is based on where the employee works which for remote roles is the employees primary location of residence and its respective cost of labor. You canview which zone appliesto you based on your location ( For questions regarding locations not on the list please send an email tofor more information.

Starting pay for the successful applicant will depend on a variety of factors including but not limited to education training experience location business needs internal equity market demands or budgeted amount for the role. The target hiring range is for new hire offers only and compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary ranges for this role are set forth below and may be modified in the future.

• Zone 1: $21.15-$22.60 per hour

• Zone 2: $22.85-$24.30 per hour

Benefits

At the ASPCA you dont have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include but are not limited to:

• 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 you even more 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.

Responsibilities

Responsibility buckets are listed in general order of importance and include but are not limited to:

Administrative Support

• Provide administrative and schedule support to contact center leadership preparing emails documents spreadsheets reports and agendas as requested.
• Professionally manage reception in the front office greeting employees visitors and vendors ensuring compliance with sign-in procedures.
• Oversee meeting and travel planning for staff as requested.
• Lead and participate in the planning of events and meals for the MWO.
• Ensure space is set up for meetings including any materials supplies and meals.
• Distribute mail and packages and prepare invoices and other mailings for shipment.
• Provide excellent internal and external customer service.
• Assist in contact center management by working customer service queue phone shifts as requested.
• Assist with Client and Member Support activities including phone and email cases tax letter generation MS escalated premium queue management and other responsibilities as needed.
• Manage call backs for returned invoices and provide excellent documentation.
• Create and send out anniversary and sympathy cards/certificates and assist with award selections.
• Take meeting notes as requested and distribute as appropriate providing follow-up to ensure accountability.
• Provide support on facilities related contacts including landlord vendors and maintenance related contacts.
• Engage with leaders and managers to facilitate communication between contact center staff managers and other ASPCA departments conveying information about policies procedures opportunities events and news.

Qualifications

• A passion for animal welfare
• Strong organizational skills
• Outstanding interpersonal skills with the ability to create effective relationships throughout the organization and with clients
• Excellent written and verbal communication and team building skills
• Ability to create a collaborative work environment incorporating the organizations core values
• Enthusiasm for operating amidst complexity and change
• Ability to handle confidential information and comfort interacting with staff at all levels
• Ability to manage interactions with diplomacy and tact
• Ability to exercise independent judgment and initiative to determine approach or action to take in routine non-routine and complex situations
• Ability to handle multiple projects with focus accuracy and efficiency
• A high level of energy and motivation
• Must be able to lift up to 25 lbs. and work in a stationary position for 8 or more hours
• Exemplifies ASPCAs core values behavioral competencies and commitment to diversity equity and inclusion.

Language

• English

Education and Work Experience

• Associates degree or equivalent experience

Qualifications:

Language:

Education and Work Experience: