Administrative Assistant to the CEO
Location: Ocean Acres Animal Sanctuary, Barbados
Reports to: Chief Executive Officer (CEO)
Type: Part-Time
Position Overview
The Administrative Assistant to the CEO is a vital role at Ocean Acres Animal Sanctuary, ensuring the smooth flow of communication, organization, and operations throughout the sanctuary. Working directly under the CEO, this person provides reliable administrative and logistical support, oversees staff coordination, and ensures that all operational details — from animal exports to website updates — are handled efficiently and accurately.
The ideal candidate is mature, diplomatic, and highly organized, with excellent communication and IT skills. They must be able to manage multiple responsibilities calmly and foster teamwork and accountability across the organization.
Key Duties and Responsibilities
1. Communication and Coordination
• Participate in all staff WhatsApp groups to monitor communication and ensure requests and updates are actioned promptly.
• Serve as a communication bridge between the CEO and staff, relaying instructions clearly and confirming completion of assigned tasks.
• Maintain professionalism and neutrality, avoiding involvement in office politics or personal conflicts.
• Foster a cooperative, respectful, and focused work environment.
• Report directly to the CEO on progress, issues, or areas of concern.
2. Export Coordination
• Understand and manage the complete export process for dogs and cats.
• Schedule and organize all export-related veterinary appointments, paperwork, and travel arrangements.
• Ensure accuracy, compliance, and timeliness — this is a highly time-sensitive task.
• Maintain organized export documentation and tracking systems.
3. Website and Media Updates
• Edit and enhance animal photos to present them attractively and ethically.
• Update and maintain accurate animal profiles (dogs and cats) on the sanctuary’s website.
• Ensure listings are complete, up to date, and aligned with the sanctuary’s adoption goals.
4. Record Keeping and Filing
• Manage and maintain the filing system for animal medical and administrative records.
• Review and improve existing systems for efficiency and accuracy.
• Ensure all files are current, complete, and stored securely.
5. Asset Tracking and Loan System
• Create and manage a reliable tracking system for loaned items such as cages, traps, and travel kennels.
• Record all loans and returns accurately.
• Follow up on missing or damaged equipment promptly.
6. Office and Facilities Oversight
• Monitor the cleanliness, organization, and functionality of the office environment.
• Oversee cleaners and ensure high standards of tidiness are maintained.
• Report maintenance, supply, or equipment issues to the CEO as needed.
7. Assistance to the CEO
• Support the CEO with daily management, scheduling, research, and general administrative tasks.
• Source quotes, check availability of supplies or services, and book appointments as requested.
• Manage calendars, meetings, and reminders to ensure efficient time management.
• Maintain confidentiality and act with discretion in all CEO-related and organizational matters.
Skills and Qualifications Required
• Proven administrative or executive assistant experience, preferably in a management, operations, or animal welfare setting.
• High level of IT competency, including Microsoft Excel, Word, Outlook/Google Calendar, and file management.
• Confident using photo editing tools (e.g., Canva, Photoshop) and content management systems (e.g., WordPress).
• Quick to learn and adapt to new digital systems and platforms.
• Excellent written and verbal communication skills.
• Exceptional organizational and timekeeping abilities.
• Strong problem-solving skills and attention to detail.
• Diplomatic and mature approach when working with staff and resolving issues.
• Valid driver’s licence and access to a reliable vehicle for sanctuary-related errands.
Personal Attributes for Success
• Professional, calm, and composed under pressure.
• Mature, diplomatic, and respectful toward all team members.
• Highly reliable, self-motivated, and proactive.
• Honest, discreet, and trustworthy with sensitive information.
• Strong sense of accountability and responsibility.
• Excellent communicator and team player with a positive, solution-oriented attitude.
• Deep compassion for animals and commitment to the mission of Ocean Acres Animal Sanctuary.
Success in This Role Looks Like• Communication between the CEO and staff is clear, efficient, and results in timely, quality outcomes.
• Exports are managed seamlessly — paperwork, appointments, and travel details are accurate and on schedule.
• The website and animal profiles are always up to date, with professional and appealing photos.
• Filing systems are organized, easily accessible, and consistently maintained.
• Loaned equipment is properly tracked and returned in good condition.
• The office environment is tidy, organized, and well-maintained at all times.
• The CEO’s time and tasks are managed efficiently, with proactive support and minimal oversight needed.
• Staff feel supported, communication flows smoothly, and operations run efficiently without unnecessary delays or confusion.
• The Administrative Assistant demonstrates professionalism, neutrality, and discretion, maintaining a positive influence within the team.
