Senior Manager, Administration

Summary:

The Senior Manager, Administration helps to ensure effective performance and cohesive operations, through the management of administrative responsibilities for Senior Vice Presidents in the Program Division of the ASPCA.

Are you a highly-organized, proactive, and driven individual – attentive to detail while keeping the big picture top of mind as you support projects, manage systems, and continually elevate your team’s work? Do you thrive in a fast-paced environment, accomplishing your tasks with urgency and efficiency while being empathetic toward the perspectives of others? Do you want to serve as administrative anchor and support a myriad of teams addressing animals’ needs throughout the nation? If so, we encourage you to apply and join our team!

Application Deadline: We will be accepting applications until Thursday, October 15, 2026 at 9:00pm ET.

Who We Are

The Program division encompasses multiple verticals and works to: expand veterinary care; advance animal welfare locally and nationally; set standards for consistent, efficient, high-quality veterinary medicine; and provide vision and leadership to position behavioral care as a core component of animal welfare, as well as other initiatives critical to the care of animals.

What you’ll do

The ASPCA is currently hiring two Senior Manager, Administration positions (SM), each of which will report to the Director of Administration, Program Operations, and has no direct reports. Working closely with leadership as well as other administrative staff, each role includes providing support to two Senior Vice Presidents across the Program division, scheduling and coordinating meetings, tracking and maintaining data, and helping manage projects, among other key duties. The Senior Vice Presidents this role may directly support include at least two of the following: Community Centered Medicine, Shelter & Rehabilitation Operations, Animal Behavior, and Veterinary Medicine.

The Senior Manager, Administration, must be very organized, flexible, resourceful, and efficient with top-notch administrative, written and verbal communication skills, sound judgement, and great people skills.

Where and When You’ll Work

This remote-based position requires the ability and willingness to travel up to 15% annually and is open to all eligible candidates based within the United States. While remote, this position does require working primarily on East Coast business hours.

What You’ll Get

Compensation

The target hiring range is based on where the employee works, which for remote roles is the employee’s primary location of residence, and its respective cost of labor.  You can view which zone applies to you based on your location (aspca.app.box.com/v/aspcazonetable). For questions regarding locations not on the list, please send an email to [email protected] for 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: $35.84 - $37.82 per hour
• Zone 2: $39.59 - $41.77 per hour
• Zone 3: $43.49 - $45.89 per hour

Benefits

At the ASPCA, you don’t 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 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.

For more information on our benefits offerings, visit our website.

Responsibilities:

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

Executive Support

• Manage complex scheduling for senior leadership and cross-functional meetings. Protect SVPs’ calendars; anticipate and resolve scheduling conflicts with discretion and efficiency. Juggle frequent last-minute changes and coordinate with internal and external constituents.
• Complete SVPs’ travel logistics and itineraries and facilitate preparation for travel.
• Take notes, track decisions, and document next steps during meetings to lead follow-up, keeping SVPs and teams apprised of progress.
• Monitor, flag, and take action on incoming communication.
• Prepare and submit monthly expense reports for SVPs.
• Maintain an understanding of SVPs’ priorities and workflow to help ensure time is appropriately allocated for meetings, skip levels, visits, and quarterly check-ins throughout the year. Bring forward issues, opportunities and trends to the SVPs’ attention
• Monitor the organizational calendar and manage schedules to prepare SVPs and teams for routine requirements - including but not limited to - goal setting, quarterly and annual performance reviews, calibration, compliance training, annual planning, and budget preparation.
• Partner with Director and administrative colleagues to advance and elevate the efficiency and effectiveness of admin functions across Program. Cross train to facilitate learning and provide back up support to one another.
• Monitor new technologies in use at the ASPCA, learn them, and support them, in partnership with the IT team, to help guide SVPs in implementation for maximum efficiency/effectiveness.

Meeting and Event Scheduling and Coordination

• Assist SVPs in planning meetings to advance work against our shared goals, including with both internal and external partners and stakeholders. Ensure meeting participants are informed of the context for meetings, the agendas, and any prep work with ample time to prepare so that meetings are making the highest and best use of everyone’s time. Proactively suggest an asynchronous approach when that will be a better use of time.
• Manage and provide planning and on-site, in-person logistical support including travel arrangements, supplies, room setup, A/V needs, and catering
• Routinely gather input and feedback on meetings, communications, and team processes to reinforce what’s working; create, improve or replace processes to ensure teams deliver on shared goals.

Budget and Data Support

• Support timely collection and review of budget details and information, and provide initial analysis.
• Collect and help maintain data that informs the performance across departments.
• Support regular reporting: flag key tasks and keep involved stakeholders informed; help to draft communications and coordinate next steps.
• Serve as the primary resource for planned and timely data and budget inquiries across departments.

Project Coordination

• Provide administrative project management support including tracking timelines, deliverables, note-taking, and scheduling.
• Facilitate communication between teams and escalate issues as needed to keep projects on schedule.
• Manage documentation for key projects, including archiving notes, decisions, and action steps.
• Create slide decks or other visual representations of information.

Qualifications:

• Strong organizational skills with the ability to manage competing priorities, work within set deadlines, and adapt to changing circumstances.
• Exercise sound judgment, diplomacy, sensitivity, and respect for confidentiality when managing SVPs calendars, travel, budget, data and communications.
• Ability to see the big picture and connect the dots, with the ability to work independently in a remote setting.
• Ability to spot opportunities for bringing order, consistency, and predictability through simple processes to support communications and teamwork. 
• Ability to seek and build positive and productive relationships that allow coordination of activities and communications.
• Skilled in planning, organizing, and facilitating meetings.
• Strong verbal and written communication skills, including grammar, editing and proofreading, and working with multiple individuals with a range of communication styles.
• Proficiency in Microsoft Office, including Outlook and Teams.
• Ability to learn new software quickly
• Ability to exemplify ASPCA’s core values and behavioral competencies
• Familiarity with Workday, Airtable, Box and Canva, preferred

Education and Work Experience:

• High School, GED or equivalent work experience required
• 4 years of experience providing administrative support with at least 1 year of experience providing administrative support at the executive level, including managing calendars for others and providing logistic support for ongoing work and priorities required
• 1 year of experience booking travel arrangements for others (e.g., booking flights, hotels, etc.) required
• 1 year of experience making meeting arrangements (virtual and on-site) for others, required
• 2 years of experience taking meeting notes and outlining and helping lead next steps required
• 1 year of experience supporting budget preparation and review required
• 1 year of experience completing expense reports for others required
• Experience with event or conference planning, set-up and execution preferred
• Experience collecting and managing data sets preferred
• Background in animal sheltering, veterinary medicine or animal welfare a plus

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