Executive Assistant

Location: Alpine, CA
Reports To: Founder & Director
Status: Full-time / Exempt
Salary: $45,00 – $55,000 DOE/NEG.

Our Mission

Lions, Tigers & Bears (LTB) provides a safe haven for abused and abandoned exotic animals and serving as an educational forum to end the exotic animal trade. As a state and federally licensed 501(c)(3) nonprofit organization, we are a NO KILL, NO BREED sanctuary enabling the animals in our care to live out their lives with dignity, in a caring and safe environment.

Our Story

Situated on 93 acres outside of Alpine, California, on the edge of the Cleveland National Forest, Lions Tigers & Bears is an animal sanctuary for rescued big cats, bears and other exotic animals. Nestled in a scenic landscape of majestic oak trees, meadows, and rolling hills, our sanctuary offers an idyllic, natural habitat for more than 60 animals who have been neglected and abused in captivity across the country. Each year our rescue team travels several thousand miles to save abused, neglected and abandoned animals from around the country. We provide medical care and safe transport to an approved facility, or back to our ranch in Alpine, if we have habitat available. Open 52 weeks a year and with just 18 staff, we rely heavily on our corps of over 100 amazing volunteers to make it all happen.

Lions, Tigers & Bears is also a conservancy, preserving this pristine landscape for the public to experience and enjoy. Our focus is on education and action, with over 14,000 visitors participating in our programs and tours last year. As a young organization, we have major growth potential as we look to increase not only our number of annual visitors, but also our corporate events, weddings, retreats and other family gatherings hosted each year in this incredible natural environment.

Please visit https://www.lionstigersandbears.org to learn more about our organization.

Position Summary

The Executive Assistant will be an essential member of our team, enabling our Director to be as productive, efficient, and effective as possible. The Executive Assistant role requires someone who brings a customer service mindset to everything they do, and who is a helper by nature – someone who enjoys working behind the scenes to make things happen. This position serves as an extension of the Director, anticipating her needs and often standing in for her when she is on travel or leading animal rescues.

Essential Duties and Responsibilities

Director Support:

  • Serve as the primary conduit to the Director, maximizing her time and efficiency according to shifting priorities.
  • Oversee all communication and correspondence between the Director and various constituencies such as the Board of Directors, staff, volunteers, vendors,  and the general public.
  • Manage the Director’s calendar and email, as well as the ranch’s master calendar.
  • Assist with maintenance and renewal of LTB’s professional sanctuary accreditations.
  • Serve as a confidant for the Director in a wide variety of matters.
  • Anticipate administrative support needs as or before they may arise.
  • Organize travel, logistics and expense reports.
  • Support LTB’s lobbying and advocacy efforts in support of our animals

General Office Support:

  • Receive visitors and guests, ensuring they have a warm, courteous welcome and professional experience.
  • Organize meetings; maintain schedules, agendas, and meeting minutes.
  • Maintain a daily journal and log for the organization, ensuring notes are filed and important records kept organized.
  • Prioritize projects to keep multiple projects moving forward in a timely manner.
  • Run errands across the ranch and across town as needed.
  • Manage an array of vendor relationships and assist with purchasing and inventory.
  • Support meetings and events including set up/break down of meeting spaces, refreshments, AV, and other support as required.
  • Assist with fundraisers and donor stewardship/appreciation projects and events.
  • Create SOPs for various job duties and functions across the organization.
  • Serve as a central point of contact to the Director, except in instances related to animal health and welfare.
  • Track expenditure receipts and provide reports as required.
  • Maintain check and cash logs, including petty cash, and incoming checks/donations.
  • Maintain the shipping & receiving log; prepare and receive items accordingly.
  • Keep the upstairs office clean, organized and stocked; oversee care of the office cats.
  • Become familiar with the roles of the various departments within the organization to ensure a sound understanding of LTB operations and be able to provide  ad hoc support as needed.
  • Use discretion and good judgement to maintain confidentiality of proprietary information.
  • Perform all other duties as assigned.

Requisite Skills, Qualities & Attributes

  • Passionate: cares deeply about animal welfare, with a strong desire to help educate and inspire action in support of LTB’s mission and overall strategic  objectives.
  • Genuine: a true “people person” who enjoys interacting with the public, as well as donors, volunteers, and other VIPs.
  • Active: a lover of nature who enjoys being outdoors and physically active throughout the workday.
  • Professional: strong communication skills across all mediums (in-person, phone, email and virtual); demonstrates judgment, tact, and diplomacy in all  settings; comfortable working in a casual, rural setting.
  • Organized: incredible attention to detail, with the ability to manage several projects simultaneously; someone who naturally checks and rechecks their own  work.
  • Flexibility: able to commit to a varying schedule, including early mornings, late nights and weekends is required.
  • Responsive: highly accessible and completes tasks quickly and efficiently.
  • Hands-on: someone who enjoys being on the front line and making things happen.
  • Proactive: constantly looking ahead, anticipating potential changes in scheduling, logistics and travel arrangements, and proposing new solutions and  alternatives.
  • Positive: maintains an upbeat attitude, even under pressure; reflects positive energy, optimism, enthusiasm, and creativity.
  • Charismatic: warm and friendly with the ability to quickly build relationships yet maintain appropriate and clear boundaries between personal and  professional dynamics.
  • Confident: brings a “can-do” attitude, remaining calm and focused under pressure, self-assured in their skills and abilities.
  • Strategic: ability to see across the entire organization, with an appreciation for the interconnectedness of all the various people and functional areas, sees “the  big picture”.
  • Tech-savvy: skilled user across all the standard business software platforms, including MS Office, internet, iPhone and comfortable operating audio/video  equipment for meetings, webinars, conferences, and presentations. Capable of assisting with basic technology support and troubleshooting. Excellent typing  skills.
  • Growth Mindset: ability to be creative and apply solutions-based thinking to challenges and opportunities; applies a continuous improvement lens to  everything they do.
  • Collaborative: ability to build professional relationships and work effectively with a very diverse range of people, both inside and outside the organization.
  • Self-actualized: ability to work with minimal supervision, someone who enjoys “figuring it out”.
  • Ethical: possess the highest ethical standards; ability to exercise discretion, professionalism, and uncompromising integrity.

Required Knowledge, Skills, and Abilities

  • Demonstrated administrative and project management experience.
  • Strong writing, editing, and proofreading skills.
  • Focus on professionalism, efficiency, attention to detail, and long-range planning.
  • High degree of maturity and discretion: able to exercise good judgement in a variety of situations.
  • Comfortable working with a diverse array of people and personalities.
  • Superior organizational skills with acute attention to detail.
  • Ability to balance multiple, and sometimes conflicting, priorities.
  • Capable of working independently on projects from conception to completion.
  • Ability to work under pressure and meet deadlines.

Working Conditions & Physical Requirements

  • Office hours are Tuesday through Saturday.
  • Must be able to lift 30lbs.
  • May encounter inclement weather conditions including extreme heat and cold depending on the seasons; may experience rough terrain.
  • This job requires much walking, stairs, and physical activity around the ranch.
  • Duties, roles, and hours can change and may include early mornings, late nights, weekends, and holidays.

For more information or to apply, please contact:

Sarah Thompson, Director
Sarah@blairsearchpartners.com
1855 First Ave., Suite 300
San Diego, CA 92101