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Administrative Assistant

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About the position: The Administrative Assistant works closely with the Executive Director in helping with a variety of administrative tasks and some donor communication.

Main job tasks and responsibilities


  • Assist Executive Director when requested
  • Submit matching gift request forms
  • Supervise data entry staff
  • Keep inventory of supplies in the Admin office
  • Handle errands when necessary

Donor communication

  • Prepare and edit donor correspondence
  • Generate donor prospect leads through a variety of sources
  • Identify and invite donors to Animal Place events
  • Prepare acknowledgement letters and thank donors for their gifts
  • Contact donors to resolve questions, inconsistencies, and issuing data related to their donations
  • Return phone calls and emails from donors with questions/issues
  • Phone donors to thank for their contributions
  • Call donors to solicit gifts

Donor database

  • Input donor information into database (use Salesforce) when data entry staff is on vacation
  • Learn to merge data from the database, print letters, check for errors, route for signing and mailing as fill in when data entry staff is on vacation
  • Make necessary corrections to information entered in the database and keep track of the corrections

Generate detailed and appropriate reports through Salesforce

  • Create and implement a donor recruitment plan
  • Work with Executive Director in developing and implementing plan for upgrading giving level of existing donors

Monthly donors

  • Coordinate the monthly giving program (craft monthly correspondence letter, prepare mailing labels, oversee credit card deductions, send monthly communication via snail mail and email
  • Assist the Education Director and Executive Director to increase number of monthly donors and giving amounts
  • Familiar with or quick to learn Pardot marketing tool and Classy fundraising platform


Required skill sets

  • Familiar with donor databases
  • Writing and copy editing (include samples)
  • Attention to detail and accuracy
  • Understanding of standard office administrative practices and procedures
  • Able to analyze and problem solve individually and cooperatively
  • Sound judgment and decision-making



Animal Issues

  • Knowledge of and interest in veganism and animal rights issues
  • Support of Animal Place’s mission and campaigns


  • Excellent written and verbal skills


  • Experience working with donor databases, specifically Salesforce (or comparable)
  • Familiarity with Microsoft Office (Word, Excel, PowerPoint)

Work style

  • Adaptable and flexible
  • Comfortable working collaboratively
  • Possess an open communication style
  • Maintain confidentiality
  • Self-motivated, energetic learner
  • Highly organized with ability to meet tight deadlines


  • Experience with nonprofit organizations
  • Familiarity with Salesforce, Pardot, and Classy ideal but not required
  • Valid U.S. driver’s license and a satisfactory driving record.


Salary and benefits: Salary based on experience; excellent medical coverage, paid vacation, and holidays.

Reports to: The Executive Director

How to apply: Send resume and cover letter with Subject Line: Administrative Assistant to humanresources@animalplace.org

About Animal Place: Animal Place is a nonprofit sanctuary for farmed animals and an education/advocacy organization. It operates several facilities: a 600-acre permanent sanctuary in Grass Valley, CA; a 60-acre farmed animal adoption center in Vacaville, CA; a brick and mortar vegan store in Berkeley, CA; a 15-acre residential internship property in Grass Valley; and a 7-acre onsite Guest House and educational site in Grass Valley, CA (next door to the sanctuary).