Office Manager (Consultant position)
Position summary
Are you an organizational powerhouse with a heart for animals? Do you love staying organized, supporting teams, and ensuring everything runs smoothly behind the scenes — all while helping animals in need? Join our compassionate volunteer team at Sigonella Animal Welfare Society, Inc. (SAWS Inc.) as our Office Manager!
In this essential role, you’ll be the backbone of our daily operations, helping create an orderly, welcoming, and efficient environment so our rescue efforts can thrive. If you have a passion for organization and a heart for animals, this is the perfect way to make a life-changing impact for pets across Sicily.
Location
This is a volunteer Consultant role, which is not on our board. The role requires regular in-person presence at the SAWS apartment (Catania/Sigonella area) to manage supplies, systems, and office functions. This Office Manager reports to the SAWS Board Members.
Position summary
The Volunteer Office Manager supports the administrative and organizational functions of SAWS, ensuring our facility, systems, and communications run smoothly. This role keeps our rescue mission moving forward by managing records, supplies, communications, and office logistics.
You will work closely with the SAWS Board and volunteers to maintain a warm, structured, and supportive office environment that empowers our team, welcomes community members, and supports our mission to rescue, rehabilitate, and rehome animals in the Sigonella area.
Key responsibilities
Office Operations & Administration:
✨ Manage daily administrative tasks to ensure efficient operations
✨ Maintain digital and physical filing systems for receipts, records, and documents
✨ Keep office equipment functioning and well-maintained
✨ Support SAWS Board Members with administrative tasks
✨ Maintain accurate records, logs, and office systems
Supplies & Facility Coordination:
✨ Track and restock office and general supplies
✨ Coordinate cleaning schedules and basic facility maintenance
✨ Work with vendors and service providers to support office needs
Visitor & Communication Support:
✨ Manage the main phone and email inbox with professionalism and compassion
✨ Provide a welcoming environment for visitors, donors, and volunteers
✨ Prepare donation acknowledgments and official correspondence
✨ Assist with scheduling meetings and supporting logistics for events
Volunteer & Team Support:
✨ Assist with volunteer coordination tasks (contact lists, hours, communication)
✨ Support administrative tasks related to animal care and travel documentation (in partnership with ASP and veterinary contacts)
Preferred qualifications
✔️ Organized, proactive, and detail-oriented
✔️ Strong communication skills and a friendly, professional demeanor
✔️ Experience in office administration or similar role (nonprofit experience is a plus!)
✔️ Proficiency with Microsoft Office and Google Workspace
✔️ Resourceful, adaptable, and calm in a busy rescue environment
✔️ Mission-driven and passionate about animal welfare
✔️ Bonus: Basic conversational Italian for vendor communication
Time commitment
This is a volunteer role as a consultant (not on our board), that requires consistent, on-site presence at the SAWS apartment (not every day). Time commitment may vary, but reliability is essential.
What we offer
🌟 The chance to be a core part of our lifesaving animal rescue mission
🌟 A supportive, dedicated, and multicultural volunteer community
🌟 Opportunities to build administrative, leadership, and nonprofit operations skills
🌟 Recognition and letters of reference for dedicated volunteers
Join us!
Together, we can keep our lifesaving mission running smoothly and make a meaningful impact for animals in need — one paw at a time.
👉 Apply by filling out the VOLUNTEER APPLICATION.
