POSITION SUMMARY:

The Administrative Assistant to the Executive Director provides essential administrative and financial support that helps ensure the smooth day to day operations of Lake Tahoe Wildlife Care. This position plays an important role in maintaining organized records, supporting payroll and financial administration, and managing internal systems and documentation that support the organization’s work in wildlife rehabilitation and education.

WHO WE ARE:

LTWC is a 501(c)(3) tax-exempt organization whose mission is to rescue, rehabilitate and release orphaned and injured wild birds and mammals. LTWC operates under permits issued by California Fish & Wildlife and the United States Department of the Interior Fish & Wildlife Service. Our 27-acre location includes multiple wildlife enclosures and a new multi-purpose administration and animal care hospital building.

PRIMARY RESPONSIBILITIES:

• Provide general administrative support to the Executive Director, including special projects and other duties as assigned
• Maintain organized digital records in Google Drive, update organizational templates and forms, and manage internal documentation
• Assist with employee onboarding, offboarding, and tracking staff documentation such as certifications, training records, and compliance materials
• Process cash and check donations received by mail
• Collect and distribute incoming mail as needed
• Enter electronic fund transfer deposits into Salesforce and QuickBooks Online
• Transfer balances from PayPal, Venmo, and Square into the organizational bank account and record transactions in QuickBooks Online
• Process bills and invoices, pay approved vendors, and reconcile credit card statements and other financial records monthly
• Collect and process employee timesheets and run bi monthly payroll in QuickBooks Online
• Track service renewals, subscriptions, and important organizational deadlines
• Maintain organized digital filing systems for financial, administrative, and HR records, including staff documentation such as certifications, training records, and required compliance materials.
• Assist with implementing and maintaining organizational policies and procedures
• Support compliance with employee handbook policies, workplace safety standards, and organizational procedures
• Monitoring and preparing required annual filings and documentation
• Maintain strict confidentiality when handling financial records, donor information, payroll data, personnel files, and other sensitive organizational information

Required Qualifications:

• High school diploma or equivalent; associate or bachelor’s degree in business, nonprofit management, communications, or related field preferred
• Minimum of 1 year of experience in administrative support, bookkeeping, or office management
• Proficiency with QuickBooks Online, Salesforce, Google Workspace, or similar systems
• Strong organizational and time management skills with attention to detail
• Ability to handle confidential financial, donor, and personnel information with discretion
• Excellent written and verbal communication skills
• Ability to work independently and take initiative while supporting the Executive Director
• Comfort with basic financial processes, including invoicing, payroll, and vendor payments
• Comfort supporting multiple priorities and adapting in a fast‐paced environment
• Fluent in speaking and writing English

Physical Demands: The physical demands required to perform the essential functions of this job include the ability to:

• Must be able to sit or stand for extended periods while performing computer and desk work
• Ability to lift, carry, and move items up to 25 pounds occasionally (e.g., office supplies, mail, or donation materials)
• Ability to use office equipment such as computers, printers, and scanners
• Must have the visual, auditory, and manual dexterity required to perform standard office tasks
• May occasionally need to walk, bend, or reach when filing, organizing, or managing office materials