Administrative Coordinator

About PAWS NY

PAWS NY is a 501(c)(3) nonprofit that helps New York City’s most vulnerable residents remain together with their beloved pets. Our programs are designed to support low-income older adults and individuals living with illness or disability—people who might otherwise be forced to give up their animal companions due to physical or financial limitations.

At PAWS NY, we believe in the transformative power of the human-animal bond. We are a growing, mission-driven organization with a passionate staff, dedicated volunteers, and a strong community of supporters. Learn more at www.pawsny.org or on Instagram and Facebook at @pawsny.

Position

PAWS NY is seeking a proactive, detail-oriented, and mission-aligned Administrative Coordinator to support our growing organization. This full-time, hybrid role is ideal for an early-career professional eager to gain hands-on experience in nonprofit operations and grow within a dynamic team. As a key member of our small staff, you will work closely with the Executive Director and provide vital administrative support across all areas of the organization, from finance and HR to events and development.

This is a new position, offering the opportunity to shape and expand the role based on your strengths and interests over time.

Key Responsibilities

Operations & Administration

• Ordering supplies: office supplies, paper, water, other refreshments.
• Organization of physical office
• Monitoring and responding to organizational email inboxes, forwarding to staff as necessary
• Receiving/sorting/sending physical mail
• Support HR functions
  • Onboarding new staff
    • Updating Employee Handbook and Orientation Manual
    • Setting up email, Salesforce user, Dropbox and phone line
  • Tracking staff birthdays and work anniversaries, holiday reminders

Program

• Process reimbursements for volunteers
• Enter volunteer data in Salesforce, ensuring timely and accurate recordkeeping
• Support volunteer coordination when needed
• Prepare Salesforce reports needed to demonstrate impact

Fundraising, Events, and Communications

• Assist with data entry and records maintenance in Salesforce, including bulk upload of donations and creating reports to support the team
• Provide administrative and logistical support for fundraising initiatives and communications projects
• Assist with event management, including but not limited to our Barks & Blooms Benefit
• Track RSVPs and maintain guest lists
• Prepare and send acknowledgement letters to donors
• Manage holiday card mailing
• Attend community events when needed

Support Executive Director

• Provide administrative support to the Executive Director
• Assist with board meeting prep when needed, including helping to gather documents
• Manage board calendar and meeting invites

Qualifications

We are looking for someone who is:

• Highly organized, with a strong attention to detail and ability to manage multiple tasks simultaneously
• Proactive and resourceful, with a can-do attitude and a willingness to pitch in wherever needed
• Technologically confident, with experience using Google Workspace (Docs, Sheets, Slides), Microsoft Office, and ideally Salesforce (or a similar CRM)
• A strong communicator, both written and verbal, with excellent interpersonal skills
• Committed to inclusion, with a willingness to co-develop and implement DEI efforts across the organization
• Mission-driven, with a love for animals and a belief in the importance of the human-animal bond
• Comfortable working in a small, start-up-like nonprofit environment where flexibility and collaboration are key

To Apply

Please email your cover letter and resume to info@pawsny.org with the subject line "Administrative Coordinator." Applications will be reviewed on a rolling basis.

Equal Opportunity Statement

PAWS NY is an equal opportunity employer. We are committed to building a diverse team and creating an inclusive environment for all employees. We strongly encourage applications from people of color, women, LGBTQ+ individuals, people with disabilities, and members of other underrepresented or historically marginalized groups. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, age, national origin, disability, marital status, or any other legally protected status.