{"schemaVersion":"jobsearcher.job.v1","id":"9dadf81bc2ccafe0c104c19b","url":"https://jobsearcher.com/jobs/9dadf81bc2ccafe0c104c19b","canonicalUrl":"https://jobsearcher.com/jobs/9dadf81bc2ccafe0c104c19b","title":"Administrative Assistant","description":"Summary\nThe primary function of the Adoption Admin position is to support all aspects of Pixie’s rescue, adoption, and shelter services. This position requires strong organizational and communication skills in order to facilitate communication between the cat and dog adoption teams at Pixie, our clinic, volunteers, potential adopters, foster families, and pet owners looking for assistance. Employees in the position must be excellent communicators, reliable, compassionate, and willing to learn and assist their coworkers.\nAdoption Administration\nCommunicating with adopters, scheduling meetings and appointments\nAnswering phone calls and communicating with the public\nScanning, copying, and filing, including processing adoptions, intakes, surrender, and euthanasia documents\nGreeting clients, answering questions, and directing them to the appropriate resource\nAccepting, sorting, and properly putting away donations\nOrdering, organizing, and restocking office and shelter supplies\nCreating and maintaining necessary animal records\nData entry in adoption and clinic databases\nPosting open job positions, hiring, onboarding, and training staff as needed\nTraining and communicating with shelter fosters and volunteers\nProviding administrative support including assisting with bookkeeping, HR, volunteer, and clinic projects as needed\nShelter Support\nAssisting with animal intake, evaluation, and treatment\nWorking collaboratively with kennel techs, clinic staff, volunteers, and other admin staff to ensure shelter is functioning properly and animal care is provided in instances of staff shortages or illness\nProviding basic animal care, grooming, cleaning, and medication administration\nCleaning, sanitizing, and organizing shelter kennel areas, lobby, bathroom, and offices\nKey Results Areas\nAnimals — all animals in Pixie Project care are treated humanely, which can be measured by their lowered level of stress, higher speed of adoption, and reduced shelter illness.\nClients — everyone who comes to Pixie is treated with respect and given clear information.\nFacility — adoption center and common areas are maintained in a clean and organized state so staff, public, and volunteers can easily find what they are looking for. We want to ensure the public has a pleasant experience in our facility.\nTeamwork — positive, cooperative work environment is maintained. Daily goals are\naccomplished by relying on each other’s help. Intake, adoption, and medical information is accurate and up to date.\nSupervisory Responsibilities\nEmployees in this position facilitate communication between clinic, kennel, and adoption staff, answering questions and providing training as needed\nQualifications\nTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nAbility to apply common sense understanding to carry out complex instructions furnished\nin written or oral form\nAbility to deal with problems involving several concrete variables in standard situations\nEducation and/or Experience\nHigh School Diploma or equivalent\nPhysical Requirements\nThe physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nWhile performing the duties of this job, the employee is regularly required to stand, walk,\nuse hands (to finger, handle, or feel), reach with hands and arms, stoop, kneel, crouch,\ncrawl, speak, and hear\nThe employee frequently must occasionally lift and/or move up to 50 pounds\nWork Environment\nThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this Job, the employee is occasionally exposed to:\nMoving mechanical parts, chemicals, live animals, and outside weather conditions.\nThe noise level in the work environment is usually moderate to excessive.\nComputer Skills/Office Equipment\nThe employee must be capable and confident using computers, copiers, tablets, phones,\nand other technology as needed.\nThe employee must be kind and courteous to clients both over the phone and in person.\nInformation must be accurately relayed between different mediums—emails, phone calls,\nin-person communication, notes, records, and voicemail.\nHealth and Safety\nPixie Project recognizes the potential for accidents in performing job-related tasks and promotes a safe working environment. All employees have a responsibility to promote and maintain a safe and healthy working environment and to complete assigned tasks safely and efficiently.\nEssential Functions / At Will Status\nThis job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.\nHow to Apply\nPlease email your resume and a cover letter that tells us why you are interested in this position, and why you are a good fit for our team, and three references to pixiehiring@gmail.com. Thank you and we look forward to hearing from you soon!\nJob Type: Full-time\nPay: $18.00 - $21.00 per hour\nExpected hours: 35 – 40 per week\nBenefits:\n401(k)\nDental insurance\nHealth insurance\nPaid time off\nVision insurance\nSchedule:\n8 hour shift\nEvery weekend\nAbility to Relocate:\nPortland, OR 97232: Relocate before starting work (Required)\nWork Location: In person","company":"Pixie Project","rawCompany":"pixie project","city":"Portland","state":"ME","isRemote":false,"isActive":false,"createdAt":"2026-04-16T10:03:19.415Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"31-9096.00","title":"Veterinary Assistants and Laboratory Animal Caretakers","slug":"veterinary-assistants-and-laboratory-animal-caretakers"},{"code":"43-6011.00","title":"Executive Secretaries and Executive Administrative Assistants","slug":"executive-secretaries-and-executive-administrative-assistants"}],"industries":[{"code":"812910","title":"Pet Care (except Veterinary) Services","slug":"pet-care-except-veterinary-services"},{"code":"541940","title":"Veterinary Services","slug":"veterinary-services"},{"code":"459910","title":"Pet and Pet Supplies Retailers","slug":"pet-and-pet-supplies-retailers"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Administrative Assistant","description":"Summary\nThe primary function of the Adoption Admin position is to support all aspects of Pixie’s rescue, adoption, and shelter services. This position requires strong organizational and communication skills in order to facilitate communication between the cat and dog adoption teams at Pixie, our clinic, volunteers, potential adopters, foster families, and pet owners looking for assistance. Employees in the position must be excellent communicators, reliable, compassionate, and willing to learn and assist their coworkers.\nAdoption Administration\nCommunicating with adopters, scheduling meetings and appointments\nAnswering phone calls and communicating with the public\nScanning, copying, and filing, including processing adoptions, intakes, surrender, and euthanasia documents\nGreeting clients, answering questions, and directing them to the appropriate resource\nAccepting, sorting, and properly putting away donations\nOrdering, organizing, and restocking office and shelter supplies\nCreating and maintaining necessary animal records\nData entry in adoption and clinic databases\nPosting open job positions, hiring, onboarding, and training staff as needed\nTraining and communicating with shelter fosters and volunteers\nProviding administrative support including assisting with bookkeeping, HR, volunteer, and clinic projects as needed\nShelter Support\nAssisting with animal intake, evaluation, and treatment\nWorking collaboratively with kennel techs, clinic staff, volunteers, and other admin staff to ensure shelter is functioning properly and animal care is provided in instances of staff shortages or illness\nProviding basic animal care, grooming, cleaning, and medication administration\nCleaning, sanitizing, and organizing shelter kennel areas, lobby, bathroom, and offices\nKey Results Areas\nAnimals — all animals in Pixie Project care are treated humanely, which can be measured by their lowered level of stress, higher speed of adoption, and reduced shelter illness.\nClients — everyone who comes to Pixie is treated with respect and given clear information.\nFacility — adoption center and common areas are maintained in a clean and organized state so staff, public, and volunteers can easily find what they are looking for. We want to ensure the public has a pleasant experience in our facility.\nTeamwork — positive, cooperative work environment is maintained. Daily goals are\naccomplished by relying on each other’s help. Intake, adoption, and medical information is accurate and up to date.\nSupervisory Responsibilities\nEmployees in this position facilitate communication between clinic, kennel, and adoption staff, answering questions and providing training as needed\nQualifications\nTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nAbility to apply common sense understanding to carry out complex instructions furnished\nin written or oral form\nAbility to deal with problems involving several concrete variables in standard situations\nEducation and/or Experience\nHigh School Diploma or equivalent\nPhysical Requirements\nThe physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.\nWhile performing the duties of this job, the employee is regularly required to stand, walk,\nuse hands (to finger, handle, or feel), reach with hands and arms, stoop, kneel, crouch,\ncrawl, speak, and hear\nThe employee frequently must occasionally lift and/or move up to 50 pounds\nWork Environment\nThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this Job, the employee is occasionally exposed to:\nMoving mechanical parts, chemicals, live animals, and outside weather conditions.\nThe noise level in the work environment is usually moderate to excessive.\nComputer Skills/Office Equipment\nThe employee must be capable and confident using computers, copiers, tablets, phones,\nand other technology as needed.\nThe employee must be kind and courteous to clients both over the phone and in person.\nInformation must be accurately relayed between different mediums—emails, phone calls,\nin-person communication, notes, records, and voicemail.\nHealth and Safety\nPixie Project recognizes the potential for accidents in performing job-related tasks and promotes a safe working environment. All employees have a responsibility to promote and maintain a safe and healthy working environment and to complete assigned tasks safely and efficiently.\nEssential Functions / At Will Status\nThis job description in no way states or implies that these are the only duties to be performed by the employee(s) in this position. Employee(s) will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments.\nHow to Apply\nPlease email your resume and a cover letter that tells us why you are interested in this position, and why you are a good fit for our team, and three references to pixiehiring@gmail.com. Thank you and we look forward to hearing from you soon!\nJob Type: Full-time\nPay: $18.00 - $21.00 per hour\nExpected hours: 35 – 40 per week\nBenefits:\n401(k)\nDental insurance\nHealth insurance\nPaid time off\nVision insurance\nSchedule:\n8 hour shift\nEvery weekend\nAbility to Relocate:\nPortland, OR 97232: Relocate before starting work (Required)\nWork Location: In person","datePosted":"2026-04-16T10:03:19.415Z","dateModified":"2026-04-16T10:03:19.415Z","hiringOrganization":{"@type":"Organization","name":"Pixie Project","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Portland","addressRegion":"ME","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"9dadf81bc2ccafe0c104c19b"},"url":"https://jobsearcher.com/jobs/9dadf81bc2ccafe0c104c19b"}}