Administrative Assistant

Administrative Assistant Job Description

• Reports To: Executive Director
• Hours: Part-time (20 hours/week)
• Pay rate: $29.83 USD per hour
• Location: Remote; must be routinely available between 8–10am Pacific time, and must have some availability outside of normal business hours, especially for board meetings on evenings or weekends (approx. 6 times/year)
• Application window: Applications will close at 11:59 pm U.S. Pacific Time on March 30, 2025

About Animal Charity Evaluators

Animal Charity Evaluators (ACE) is a registered nonprofit that uses evidence and reason to serve people who want to help animals. Trillions of animals experience extensive but avoidable suffering on farms and in the wild, which motivates our team to contribute to a world where all animals can flourish regardless of their species. We work toward this by identifying where donations can best help animals and awarding grants to promising projects that help animals around the globe.

Position purpose

The administrative assistant will support the Executive Director, Board, and the ACE team with administrative tasks in order to expand our capacity and maximize the impact of both our individual team members and the organization as a whole.

Key areas of responsibility

• Executive assistance 50%:
  • Scheduling
  • Note-taking
  • Task coordination
  • Meeting support
  • Identifying and implementing process improvements
  • Ad hoc admin
• Development administration 25%:
  • Donation data entry
• Operations support 25%:
  • Organizing staff engagement activities
  • Travel logistics, e.g. for our staff retreat and for supporting staff attending conferences
  • PTO tracking
  • Filing documents
  • Note-taking
  • Identifying and implementing process improvements
  • Ad hoc admin

Qualifications

Essential qualifications/skills

Please apply if you believe you would excel at most of the qualities listed here, even if you do not have direct experience.

• You have affinity with ACE’s guiding principles
• You have strong attention to detail and enter data or do simple, repetitive tasks quickly yet with high accuracy
• You enjoy identifying and solving problems independently and you take initiative to address roadblocks and concerns
• You handle sensitive and confidential information with discretion
• You collaborate with a kind-yet-critical eye, regardless of the other party’s role or personality
• You are highly organized and can prioritize tasks based on their importance
• You are productive working in a fully remote environment
• You are able to communicate tasks and expectations clearly and succinctly
• You can draft messages in English quickly, making few errors
• You are dependable; your coworkers can rely on you to deliver tasks on time and accurately
• You identify opportunities for improvement and are comfortable giving direct, actionable feedback
• You are flexible; you adjust easily to changing circumstances and have some availability outside normal business hours, especially for board meetings on evenings or weekends (approx. 6 times/year)

Preferred qualifications/skills

Please apply even if you do not have the experience listed below; these would be nice to have but are not required.

• Prior experience in an administrative role
• Prior data entry experience
• Familiarity with Salesforce, Asana, and Google Workspace applications

We invite anyone who is interested to apply, regardless of their background, experience, or credentials. We aim to select candidates based on demonstrated performance during the hiring process and actively try to minimize the influence of our biases. There is no perfect candidate; if you can picture yourself thriving in this role, we’d love to review your application.

Please note: you will not be asked to submit a resume or cover letter to apply for this role. Any resumes or cover letters that we receive will not be reviewed or considered in the hiring process. We believe these evaluation methods introduce unnecessary bias and are not effective for selecting the best candidate.

Commitment to diversity and equal employment opportunities

We believe the best decisions are made when diverse perspectives are included. As such, we remain committed to maximizing the diversity of our organization. We want to engage all those who can contribute to our mission and to making an impact for animals.

We strongly encourage Black, Indigenous, and people of the global majority, women, LGBTQ+ individuals, persons living with disabilities, caregivers, and people of various socioeconomic backgrounds to apply for this position. A college degree is not required.

Animal Charity Evaluators is committed to providing equal employment opportunities to all qualified applicants and does not discriminate on the basis of race, color, ethnicity, creed or religion, sex, gender identity and/or expression, sexual orientation, body size, national origin, disability, age, marital status, veteran status, family status, genetic information or characteristics (or those of a family member), ancestry, place of origin, social condition, political belief or activity, conviction of an offense for which a pardon has been granted or in which a record suspension has been ordered, or any other basis prohibited by applicable law.

Benefits

Our team works hard, but we also make time for our families, animal companions, friends, hobbies, and of course, our own health. Part-time staff are eligible for the following benefits:

• 30 total days of paid leave, split between PTO and holidays (the exact split is dependent on your country of residence and the number of mandatory holidays recognized by your country)
• Uncapped sick leave
• Flexible scheduling
• A professional development stipend
• Paid parental, family, and medical leave
• Paid sabbaticals every 5 years
• A health reimbursement plan (U.S. employees) or health stipend pan (non-U.S. employees) to offset private insurance costs
• Disability insurance (U.S. employees only)

Application process

• Step 1 – by March 30: Fill out the application questions below
• Step 2 – by April 10: Top candidates will be invited to complete a series of paid work tasks
• Step 3 — by April 21: Top candidates will be invited to take part in an interview (conducted by video call)
• Step 4 — by May 8: ACE will make a final decision and notify all remaining applicants

All applications will be processed in strict confidentiality, and applicants will be anonymous to the hiring committee until the interview stage.