Administrative & Adoption Coordinator

General Expectations

• 20 hours per week, Monday–Friday
• Reliable availability during agreed-upon work hours
• Time off must be requested in advance
• In-person onboarding required; hybrid or remote work may be considered once performance and trust are established
• Open, professional communication with the Founder & Director

Required Skills & Experience (with evidence)

• Warm, respectful, and professional written communication
• Strong attention to detail and follow-through
• General knowledge of horses and equine terminology
• Comfort making phone calls to references, vendors, and (eventually) donors
• Efficient email management and timely responses to inquiries
• Ability to manage multiple systems and platforms without dropping tasks
• Experience scheduling and managing social media content

Technical Skills / Platforms:

• Required experience with:
  • Facebook/Instagram
  • Google Workspace (Gmail, Sheets, Drive, Docs)
  • Adobe PDF Reader/Editor
• Experience with or willingness to learn:
  • Meta Business Suite (ads, scheduling, event pages)
  • Canva (strong visual/creative eye preferred)
  • Bloomerang (Donor/CRM management - training provided)
  • Stable Secretary
  • The Jockey Club Online Horse Farm Management
  • MyRightHorse
  • ChatGPT (as a productivity tool, not a replacement for original work)

Core Responsibilities

Communication & Coordination:

• Serve as the first point of contact for most inquiries (email, Facebook messages, applications)
• Maintain open communication with the Director and know when to escalate or loop her in
• Weekly check-ins with the Director and/or Farm Manager

Adoption Support

• Post regularly on ATR social media platforms
• Manage a set number of paid ads per week
• Gather and post content including success stories, behind-the-scenes photos, and farm updates
• Respond to Facebook messages during the workweek

Data Entry & Record Keeping

• Transcribe veterinary notes and records into Stable Secretary
• Update horse intake and outcome records in Horse Farm Management
• Maintain current MyRightHorse listings
• Manage spreadsheets and internal tracking documents

Donor Stewardship

• Ensure timely acknowledgement of donations
• Assist with donor stewardship efforts, including:
  • Personalized thank-you cards
  • Inviting larger donors to visit the farm
  • Making phone calls when appropriate

• Weekends off
• Flexible hours
• PTO offered after 6 months, as well as additional unpaid time off
• Potential to become full-time after 12 months, which includes generous PTO, a monthly health care stipend, and more.

English, fluency