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About SAWS, Inc.

Sigonella Animal Welfare Society, Inc. (SAWS) is a small, non-profit organization committed to improving the lives of animals in the broader Sigonella community. Our work relies on a passionate team of volunteers and staff dedicated to animal rescue, care, and adoption.

Position Summary: 

Are you an organizational powerhouse with a heart for animals? SAWS seeks a highly organized, compassionate, and adaptable Office Administrator to serve as the administrative backbone of our animal rescue efforts. In this crucial role, you will ensure the smooth and efficient operation of the SAWS office and administrative functions, supporting our team and enabling our life-saving work.

Your work will directly impact our ability to rescue, care for, and find homes for needy animals. You will manage resources, maintain systems, facilitate communications, and create an organized, welcoming environment for everyone connected to SAWS, particularly our visitors and volunteers.
This position reports to the SAWS Board Members.

Key Responsibilities

• • Office Administration & Systems Management
    • Oversee the day-to-day administrative operations of SAWS.
    • Develop, implement, and maintain efficient office procedures and filing systems (both digital and physical) for records, receipts, and important documents.
    • Ensure all office equipment is maintained and functional.
    • Provide direct administrative support to the SAWS Board as needed.
    • Keep administrative databases and records accurate and up-to-date.
        
  • Supply Management & Facility Coordination:
    • Manage and maintain general and office supplies inventory, including timely and accurate ordering for meetings and events.
    • Coordinate schedules for routine office cleaning and basic maintenance, acting as the point person for relevant service providers.
    • Liaise with vendors, service providers, and suppliers for office-related needs, managing relationships and ensuring cost-effectiveness.
        
  • Communications & Reception
    • Manage the general email inbox, responding to inquiries promptly, professionally, and compassionately.
    • Ensure a warm, welcoming, and organized reception experience for all visitors, donors, and volunteers.
    • Prepare and distribute timely donation acknowledgments and other official correspondence.
    • Assist with the scheduling and logistical arrangements for internal meetings and SAWS events.
        
  • Team & Volunteer Support
    • Support volunteers and provide administrative support for volunteer coordination efforts (e.g., assisting with communication, maintaining contact lists, helping track volunteer hours).
    • Assist colleagues with administrative tasks related to animal welfare operations, such as tracking pet travel documents, in collaboration with ASP and other partners.

Qualifications & Skills

1. • Proven experience as an Office Administrator, Administrative Manager, or similar role, demonstrating strong organizational and administrative capabilities. Non-profit experience is highly valued; animal welfare experience is a plus!
   • Excellent computer proficiency, including Microsoft Office Suite (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Drive).
   • Exceptional organizational and time-management skills, with meticulous attention to detail and the ability to prioritize tasks effectively.
   • Strong written and verbal communication skills – clear, concise, professional, and friendly.
   • Resourceful problem-solver with the ability to work independently and take initiative.
   • Adaptable and thrives in a busy, sometimes unpredictable, small team environment.
   • As the Office Administrator, you will significantly maintain a positive and professional environment at SAWS. Your ability to remain calm, positive, and professional under pressure will contribute to a healthy workplace culture and inspire others to do the same—a genuine commitment to animal welfare and SAWS’ mission.
   • Preferred: Basic conversational Italian is beneficial for interactions with local vendors and community members.

How to apply for this position

Send us an email to apply for this position. Please submit your application and CV/resume.