Communications & Administrative Assistant

Communications & Administrative Assistant

Reports To: Executive Director of Development and Executive Director of Shelter Management

Department: Administration/Development

Classification: Full-Time

Position Summary

The Communications & Administrative Assistant provides day-to-day communications, development, and administrative support to the Gloucester-Mathews Humane Society (GMHS). This position works closely with the Executive Director of Development and Executive Director of Shelter Management to help ensure timely communication, accurate recordkeeping, strong donor and community relations, and efficient administrative operations.

The ideal candidate is organized, dependable, personable, detail-oriented, and comfortable managing a variety of responsibilities in a fast-paced animal welfare environment. This role requires strong written and verbal communication skills, excellent customer service, discretion when handling confidential information, and a genuine commitment to the mission of GMHS.

Essential Duties and Responsibilities

Communications & Marketing Support

• Assist with the creation, scheduling, and posting of social media content across GMHS platforms.
• Help gather photographs, videos, animal stories, adoption updates, program information, and other content for marketing purposes.
• Assist with preparation of newsletters, e-newsletters, newspaper articles, flyers, signage, promotional materials, and other communications.
• Proofread and format written materials to ensure accuracy, consistency, and adherence to GMHS branding.
• Maintain calendars for social media, community outreach, events, campaigns, and other communications.
• Assist with updating website content, online event information, and adoptable pet promotions as assigned.
• Monitor general communications channels and direct questions, media inquiries, or sensitive matters to the appropriate staff member.
• Help maintain organized digital files of photographs, graphics, marketing materials, media coverage, and organizational resources.

Donor Relations & Development Support

• Process and maintain accurate donor information within the donor database.
• Prepare donor acknowledgments, tax receipts, thank-you letters, tribute notifications, and other donor correspondence.
• Assist with donor mailings, annual appeals, fundraising campaigns, sponsorship materials, and stewardship activities.
• Help maintain accurate mailing lists, donor records, sponsorship information, and campaign tracking.
• Assist with donor recognition and stewardship efforts.
• Prepare materials for donor meetings, tours, presentations, and appreciation activities.
• Provide administrative support for grants, sponsorships, and fundraising initiatives as requested.
• Assist with donation collection, documentation, and reconciliation procedures in coordination with appropriate staff.

Special Events & Community Outreach

• Assist with planning and coordinating fundraising events, adoption events, community outreach activities, and educational programs.
• Help prepare event materials, registration lists, signage, sponsorship recognition, auction or raffle materials, and other event needs.
• Communicate with vendors, sponsors, volunteers, community partners, and event participants as assigned.
• Assist with event setup, breakdown, and on-site activities.
• Maintain event calendars, RSVP lists, sponsorship records, and follow-up correspondence.
• Represent GMHS professionally and positively at community events and organizational functions.

Administrative Support

• Provide general administrative support to the Executive Director of Development and Executive Director of Shelter Management.
• Assist with correspondence, document preparation, spreadsheets, data entry, filing, scanning, copying, and record organization.
• Help coordinate meetings, appointments, calendars, tours, and organizational activities.
• Prepare meeting materials, agendas, notes, reports, and other documents as requested.
• Assist with maintaining organized electronic and paper records.
• Help track deadlines, projects, vendor information, contracts, and recurring administrative tasks.
• Assist with ordering and maintaining office, event, and promotional supplies.
• Route phone calls, emails, correspondence, and public inquiries to appropriate departments.
• Provide excellent customer service to donors, adopters, volunteers, visitors, vendors, and community partners.
• Support administrative projects related to shelter operations, facilities, programs, and community partnerships as assigned.

Organizational Support

• Work collaboratively with staff, volunteers, Board members, donors, and community partners.
• Serve as a positive ambassador for GMHS and its mission.
• Maintain confidentiality regarding donor, employee, organizational, financial, and animal-related information.
• Follow GMHS policies and procedures, including communications, social media, safety, and confidentiality requirements.
• Provide assistance during special projects, campaigns, emergencies, and high-volume periods as needed.
• Perform other duties as assigned in support of the mission and operations of GMHS.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in communications, marketing, business administration, nonprofit management, or a related field preferred.
• Previous administrative, communications, marketing, nonprofit, customer service, or office experience preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and changing priorities.
• Professional and friendly interpersonal skills.
• Ability to handle confidential and sensitive information appropriately.
• Strong computer skills, including Microsoft Office applications.
• Experience with social media platforms such as Facebook and Instagram.
• Experience with Canva, email marketing platforms, donor databases/CRM systems, or website management preferred.
• Comfortable learning new software and technology.
• Photography, basic graphic design, or content creation experience is a plus.
• Commitment to animal welfare and the mission and values of GMHS

Knowledge, Skills & Abilities

The successful candidate should:

• Be a strong writer with good grammar, spelling, and proofreading skills.
• Be highly organized and able to follow through on assignments independently.
• Demonstrate good judgment and know when an issue should be elevated to management.
• Be comfortable communicating with members of the public by phone, email, social media, and in person.
• Work effectively both independently and as part of a team.
• Maintain a positive, professional attitude in a busy shelter environment.
• Be adaptable and willing to assist across departments when organizational needs arise.
• Possess an interest in storytelling and helping share the impact of GMHS's work with the community.

Work Environment & Physical Requirements

• Ability to work in an animal shelter environment with exposure to animals, animal hair and dander, cleaning products, noise, and odors.
• Ability to sit and work at a computer for extended periods while also moving throughout shelter and event spaces.
• Ability to lift and carry up to 25 pounds.
• Evening and weekend availability are required for special events and community activities.
• Must be comfortable working around dogs, cats, and other companion animals.

Success in This Position

Success in this role means providing dependable administrative support, helping communications and donor stewardship remain timely and organized, contributing to successful events and outreach efforts, and representing GMHS with professionalism, compassion, and excellent customer service.

The Communications & Administrative Assistant plays an important behind-the-scenes role in helping GMHS tell its story, care for its supporters, stay organized, and ultimately advance its mission to save and improve the lives of companion animals.