Executive Assistant - Regulatory Toxicology Department

Executive Assistant - Regulatory Toxicology Department

Fully Remote • PETA

Job Type Full-time

Description

As part of PETA's Regulatory Toxicology Department (RTD), you will be responsible for day-to-day administrative assignments and will support all members of the team in their mission to advance animal-free science.

This key position contributes to a variety of departmental activities such as invoice processing, travel coordination, event planning, and other detail-oriented actions. The ideal candidate will be highly organized, excel at multi-tasking, and have meticulous attention to detail. 

Position Objective:

To provide the Regulatory Toxicology Department (RTD) with a wide range of administrative support 

Primary Responsibilities and Duties:

• Assist RTD staff members with day-to-day operational functions such as arranging travel and drafting travel itineraries, processing credit card expense reports, and completing invoice payments 

• Manage departmental projects via online tools, including Office 365 Planner, OneNote, Excel, and invoice and credit card software

• Maintain the departmental Handbook and standard operating procedures (SOPs) 

• Manage the department's filing system on SharePoint

• Host and record meetings and webinars via Microsoft Teams, Zoom, and GoToWebinar

• Prepare agendas, take minutes, and follow-up on items from departmental calls

• Help with planning events, such as scientific workshops and departmental retreats

• Determine attendee availability and schedule internal and external meetings via Microsoft Outlook 

• Coordinate with RTD staff to select topics and speakers for the monthly departmental staff meetings and schedule these meetings in Outlook

• Schedule applicant interviews and help train new departmental staff members

• Maintain the managing director's calendar and keep track of staff schedules

• Serve as the department's liaison with various PETA departments and the PETA Foundation and submit request forms to these departments on RTD staffers' behalf

• Monitor links on the PETA RTD and PETA Science Consortium International websites to ensure that they are working

• Perform online research in support of RTD staff, including locating journal articles and contact information

• Perform any other duties assigned by the supervisor 

Requirements

• Minimum two years' experience in a virtual administrative position 

• Located on the East Coast. Having access to Philadelphia, PA or Washington, DC is a plus! 

• Proficiency with Microsoft Office programs (especially Word, PowerPoint, Excel, Planner, Teams, and Outlook), Adobe Acrobat X Pro, SharePoint, and Doodle Polls

• Ability to learn new software applications and apply newly acquired skills to successfully complete assignments 

• Demonstrated excellent organizational skills and attention to detail 

• Proven effective written and verbal communication skills

• Proven ability to establish priorities and meet deadlines

• Demonstrated excellent interpersonal skills, tact, and diplomacy 

• Proven ability to maintain strict confidentiality at all times 

• Professional appearance and adherence to a healthy vegan lifestyle

• Support for PETA's philosophy and the ability to professionally advocate PETA's positions on issues

• Commitment to the objectives of the organization

The hourly pay range for this position is $22.00 - $27.00 per hour.

The ultimate hourly pay within this range that will be offered to a qualified candidate will be determined based on the candidate’s experience and the cost of living in the area in which the candidate will live and work.