Administrative Assistant – Be the Heart of Alaqua’s Front Office

Location: Freeport, FL

Status: Part-Time | Non-Exempt

Are you a people person with a love for animals and organization? Alaqua Animal Refuge is seeking a friendly, detail-oriented Administrative Assistant to be the welcoming face of our Refuge and Gift Shop. In this vital role, you’ll ensure that every visitor, volunteer, and supporter has a positive experience—while keeping the day-to-day operations of our nonprofit running smoothly. From greeting guests and managing communications to supporting adoptions and helping with donations, you’ll play an essential part in helping animals find their second chances.

WHAT YOU’LL DO

Be the first smile guests see: warmly welcome visitors, provide information, and ensure every guest feels appreciated and supported.

Handle communications with care: answer, screen, and direct phone calls and emails to the right departments, offering guidance and kindness in every interaction.

Support animal care and adoptions: create and maintain accurate kennel cards and profile forms for new intakes; assist adopters with applications; help keep Shelterluv and social media listings up to date.

Keep things running smoothly: maintain office supply inventory, order and distribute items, and help prepare donation letters and mailings.

Shine in retail operations: manage the on-site gift shop and online orders—keeping the space stocked, organized, and welcoming for visitors and supporters.

Own your space: ensure the front office and gift shop are clean, inviting, and reflect Alaqua’s compassionate mission.

WHAT YOU BRING

Excellent time management skills and ability to multitask and prioritize workload.

Strong attention to detail and problem-solving skills.

Proficiency in MS Office and comfort with data entry.

Exceptional written and verbal communication skills.

Strong organizational skills and ability to work independently and as part of a team.

A warm, professional demeanor with guests, volunteers, and staff alike.

EDUCATION AND EXPERIENCE

High school diploma or equivalent required.

Experience in retail, customer service, or sales preferred.

Experience in an animal care or nonprofit setting is a plus (and a passion for animals is a must!).

ADDITIONAL REQUIREMENTS

Must possess a valid driver’s license.

Must be available for occasional weekend shifts.

Typical hours: 8:00 AM – 4:30 PM, with flexibility for events or special needs.