Open Positions

THE ROLE & THE COMPANY

Put your administrative skills and experience to work helping animals and people in your community!  Humane PA is seeking the ideal candidate for the role of Executive Administrative Assistant.  This position works with the development/fundraising and finance departments, and HPA’s CEO. This role combines executive support for senior leadership with hands-on accounting and fundraising administration.

The position is approximately 60% executive/development department and 40% finance department support. Duties include:

• Managing schedules, coordinating meetings, and setting up appointments to keep workflows organized and meet deadlines
• Handling phone calls, emails, and other correspondence while prioritizing urgent matters and maintaining professional communication
• Maintaining and organizing files, records, and documents in digital and physical formats for easy access and retrieval
• Preparing reports, presentations, and spreadsheets by compiling data and formatting information in a clear, professional manner
• Ordering office supplies, managing inventory levels, and coordinating equipment maintenance to ensure a well-stocked and efficient workspace
• Assisting with data entry, bookkeeping, and expense tracking by accurately recording financial and donor transactions and reconciling reports
• Liaising with clients, vendors, and internal staff to relay information, schedule appointments, and support business operations
• Ensuring confidentiality and accuracy when handling sensitive information, company records, and financial documents
• Process invoices, payments, and expense reports accurately.
• Perform credit card reconciliations and maintain accurate financial records.
• Assist with monthly/yearly closing, budget tracking, and financial reporting.
• Manage accounts payable, daily accounting operations and reporting.
• Maintain filing systems for financial documents and contracts. 
• Assist finance department management with additional tasks as needed.

Qualifications & Skills:

Experience: Proven experience as an executive, finance, or accounting assistant or similar role.

Technical Skills: Proficiency in MS Office (Excel, Word, Outlook), QuickBooks, and database applications.  Ability to swiftly master new platforms and technologies.

Key Competencies: Excellent organizational skills, attention to detail, strong communication and interpersonal skills, problem-solving abilities, and ability to handle confidential information. Ability to work both independently and as a team.  Excellent grammar and writing skills.

Location: On-site, Reading, PA offices, with occasional travel between HPA facilities and/or event locations. 

Hours: Full-time position, generally Monday through Friday 9-5, occasional weekends and evenings required.

Physical Requirements for Essential Duties:

Stationary/Movement: Able to sit for prolonged periods (e.g., 50% of the time) but also required to occasionally walk, stand, and move around the office to access equipment and files.

Hand/Finger Dexterity: Frequently use hands and fingers to operate computers, phones, copy machines, calculators, and perform tasks like typing, filing, and handling small objects.

Lifting/Carrying: Occasionally lift and/or move up to 10-25 pounds (e.g., boxes of paper, files, supplies).

Bending/Stooping/Reaching: Frequently stoop, kneel, bend, or crouch to retrieve files or supplies; reach with hands and arms.

Vision/Hearing/Speech: Ability to clearly see details (close and far), hear and understand conversations (phone/in-person), and communicate effectively.

Repetitive Motions: Capable of repetitive movements of fingers, hands, and wrists for keyboarding and using controls.

Other: Ability to regularly climb stairs (e.g., to reach second floor) or push/pull file drawers. This position does not require animal handling or knowledge but general comfort around domestic or companion animals is required.

If you want to learn more about this exciting, forward-thinking organization and taking the next step in your career, please forward your resume and cover letter to:

Sherry Diehl, Accounting & Human Resources Manager
Humane Pennsylvania
1729 N. 11th Street, Reading, PA 19604
Email: jobs@humanepa.org