Administrative Coordinator

About Shy Wolf Sanctuary

Shy Wolf Sanctuary is a nonprofit organization dedicated to providing a safe, loving environment for animals in need, including wolves, wolfdogs, foxes, coyotes, and other unique species. Our mission is improving the quality of life for wolves and wolfdogs through rescue, sanctuary an education.

We are seeking a dependable, organized, and detail-oriented individual to support our daily administrative operations, guest services, and marketing. This position plays an important role in ensuring smooth day-to-day operations while helping create a positive experience for our guests, supporters, and community.

Position Summary

The Administrative Coordinator will oversee a variety of administrative tasks, manage guest communications and reservations, and assist with basic marketing and graphic design.

The ideal candidate is an excellent communicator, comfortable learning new software, capable of managing multiple responsibilities, and passionate about supporting a nonprofit organization and its mission. This role requires someone who can work independently, stay organized, respond to inquiries promptly, and adapt to the changing needs of a growing organization.

Key Responsibilities

Administrative Operations

• Monitor and manage multiple organizational email inboxes, ensuring messages are addressed and routed appropriately.
• Monitor the sanctuary’s voicemail system and return calls in a timely and professional manner.
• Perform general administrative duties, including data entry, recordkeeping, document preparation, and maintaining organized digital files.
• Assist with day-to-day operations and other administrative tasks as needed.
• Communicate professionally with guests, donors, vendors, volunteers, and other members of the public.

Guest Services & Reservations

• Manage the sanctuary’s online reservation and booking system.(Flybook)
• Respond to guest inquiries regarding visits, reservations, scheduling, and general sanctuary information.
• Process reservation changes, cancellations, and other booking requests.
• Communicate reservation updates and important information to guests and staff.
• Ensure guest inquiries are handled promptly, professionally, and accurately.
• Help provide a positive and organized experience for guests from their initial inquiry through their scheduled visit.

Marketing & Graphic Design

• Learn and utilize the sanctuary’s website software and other digital platforms.
• Create simple graphics and promotional materials for social media, events, fundraising campaigns, and other organizational needs.
• Assist with preparing marketing materials, flyers, announcements, and digital content.
• Make basic website updates, including editing text, updating information, and maintaining current event or visitor details.
• Assist with general marketing and communication projects as needed.

General Organizational Support

• Provide flexible support across administrative, marketing, and guest services.
• Learn and maintain familiarity with the sanctuary’s software, systems, and established procedures.
• Identify opportunities to improve organization, communication, and workflow.
• Perform additional duties as assigned to support the sanctuary’s daily operations and overall mission.

Qualifications & Skills

Required Qualifications:

• Strong written and verbal communication skills.
• Excellent organizational skills and attention to detail.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Professional, friendly, and timely communication with guests and the public.
• Basic computer proficiency, including email, word processing, and online platforms.
• Willingness and ability to learn new software, including reservation systems and website management tools.
• Ability to work independently while also collaborating with a team.
• Dependability, professionalism, and a positive attitude.

Preferred Qualifications:

• Experience in administrative support, customer service, hospitality, or office coordination.
• Experience with reservation software like Flybook.
• Experience with social media, basic graphic design, or marketing.
• Familiarity with website content management systems (neonone)
• Experience working or volunteering with a nonprofit organization.

Equivalent combinations of education, experience, and demonstrated skills may be considered.

Ideal Candidate

The ideal candidate is a proactive, dependable individual who enjoys variety in their work and is comfortable balancing administrative responsibilities with creative projects and guest interactions.

They should be someone who:

• Takes initiative and follows through on assigned tasks.
• Communicates clearly and responds to inquiries in a timely manner.
• Is comfortable learning new technology and troubleshooting basic software issues.
• Enjoys helping people and creating positive guest experiences.
• Can shift between administrative duties, and creative projects as organizational needs change.
• Understands the importance of professionalism, compassion, and supporting the mission of a nonprofit organization.

Pay: $18.00 - $22.00 per hour

Expected hours: 10.0 – 20.0 per week

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Naples, FL 34117