Find & Apply For Executive Assistant Jobs in New Oxford, Pennsylvania

Executive Assistant Organization:

Little Longears Miniature Donkey Rescue Reports To:

Executive Director Position Type:

Part-Time with transition to Full-Time hours

Compensation:

$33.00 - $37.00 per hour

Location:

On-site (New Oxford, PA) Position Overview Little Longears Miniature Donkey Rescue is seeking an organized, detail-oriented specialist to work on-site at our facility in New Oxford, PA. This position reports directly to our Executive Director. The role will begin with part-time hours (approximately 20-30 hours/week to start) but has strong potential to transition into a full-time position. The core responsibility is managing our donor database, Bonterra (formerly Network for Good), to enter and track contributions and supporter data, generate donation acknowledgements, and run regular and ad hoc reports identifying key elements of those data. You also will maintain accurate medical and dental records for our permanent rescue donkeys, handle digital and phone communications, and manage essential executive tasks. The successful candidate will have excellent written and oral communication skills, will exercise considerable judgment and tact when working with donors, and will maintain strict confidentiality and discretion when handling sensitive information. Ideal candidates also will possess a strong commitment to animal welfare. Equine knowledge is a plus but is not required. This position focuses strictly on internal operations and administrative support. It does not include social media work, marketing, or copywriting. Key Responsibilities Donor Data & Financial Management

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Database Administration:

Manage, update, and maintain the Bonterra donor management system. Remain abreast of system developments and innovations; make recommendations for their implementation as appropriate.

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Gift Processing:

Run and process credit card donations via 3rd party platforms (e.g., Square, PayPal) securely and accurately.

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Donor Relations:

Generate and distribute timely donation acknowledgment letters, emails and tax receipts. Respond to donor queries and assist in problem-solving donor issues as needed.

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Reporting:

Extract, organize and present donor data, giving history, and fundraising data to the Executive Director. Animal Record Keeping

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Rescue Logistics:

Maintain up-to-date digital and physical files for all sanctuary donkeys.

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Medical Record Keeping:

Log intake forms, veterinary reports, dental, farrier and vaccination information.

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Care Schedules:

Track farrier visits, deworming schedules, and all veterinary visits.

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Dietary Logs:

Track and update special dietary needs, supplements, and medication charts.

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Surrender Documentation:

Organize and file legal intake and surrender paperwork. General Administration & Communication

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Inbound Inquiries:

Manage the central email inbox and answer daily phone calls.

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Gatekeeping:

Screen and route communications, prioritizing urgent matters for the Executive Director.

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Scheduling:

Coordinate meetings, veterinary/dental appointments, and facility visits.

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Digital Organization:

Keep the Executive Director's digital files and shared folders organized. Qualifications

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Database Experience:

Requires proficiency in managing a complex database; preferred platform is Bonterra (Network for Good) or a similar donor management system. Experience successfully working with other information systems or databases may be substituted.

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Technical Skills:

Advanced knowledge of both Google Workspace and Microsoft Office Suite.

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Administrative Background:

3+ years of experience in an administrative or executive assistant role; 2+ years of database management experience.

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Mission & Industry Passion:

Strong passion for animal welfare or background knowledge of equine/donkey care.

• Attention to

Detail:

Exceptional accuracy in the creation of detailed records and correspondence.

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Communication Skills:

Excellent written and verbal communication skills. Professional, empathetic phone manner and clear email etiquette. High level of discretion in handling confidential information.

• Interested candidates should apply through Indeed and/or submit a resume and a cover letter explaining their interest and relevant experience to info@littlelongears.org . Please use "Executive Assistant Application" as the email subject line.

Pay:

$33.00 - $37.00 per hour Expected hours: 25.0 - 40.0 per week

Benefits:

Flexible schedule Paid time off

Work Location:

In person