Executive Assistant - Regulatory Toxicology Department
Description:
As part of PETA's Regulatory Toxicology Department (RTD), you will be responsible for day-to-day administrative assignments and will support all members of the team in their mission to advance animal-free science. This key position contributes to a variety of departmental activities such as invoice processing, travel coordination, event planning, and other detail-oriented actions. The ideal candidate will be highly organized, excel at multi-tasking, and have meticulous attention to detail.
Position Objective:
To provide the Regulatory Toxicology Department (RTD) with a wide range of administrative support
Primary Responsibilities and Duties:
• Assist RTD staff members with day-to-day operational functions such as arranging travel and drafting travel itineraries, processing credit card expense reports, and completing invoice payments
• Manage departmental projects via online tools, including Office 365 Planner, OneNote, Excel, and invoice and credit card software
• Maintain the departmental Handbook and standard operating procedures (SOPs)
• Manage the department's filing system on SharePoint
• Host and record meetings and webinars via Microsoft Teams, Zoom, and GoToWebinar
• Prepare agendas, take minutes, and follow-up on items from departmental calls
• Help with planning events, such as scientific workshops and departmental retreats
• Determine attendee availability and schedule internal and external meetings via Microsoft Outlook
• Coordinate with RTD staff to select topics and speakers for the monthly departmental staff meetings and schedule these meetings in Outlook
• Schedule applicant interviews and help train new departmental staff members
• Maintain the managing director's calendar and keep track of staff schedules
• Serve as the department's liaison with various PETA departments and the PETA Foundation and submit request forms to these departments on RTD staffers' behalf
• Monitor links on the PETA RTD and PETA Science Consortium International websites to ensure that they are working
• Perform online research in support of RTD staff, including locating journal articles and contact information
• Perform any other duties assigned by the supervisor
Requirements:
• Minimum two years' experience in a virtual administrative position
• Located on the East Coast. Having access to Philadelphia, PA or Washington, DC is a plus!
• Proficiency with Microsoft Office programs (especially Word, PowerPoint, Excel, Planner, Teams, and Outlook), Adobe Acrobat X Pro, SharePoint, and Doodle Polls
• Ability to learn new software applications and apply newly acquired skills to successfully complete assignments
• Demonstrated excellent organizational skills and attention to detail
• Proven effective written and verbal communication skills
• Proven ability to establish priorities and meet deadlines
• Demonstrated excellent interpersonal skills, tact, and diplomacy
• Proven ability to maintain strict confidentiality at all times
• Professional appearance and adherence to a healthy vegan lifestyle
• Support for PETA's philosophy and the ability to professionally advocate PETA's positions on issues
• Commitment to the objectives of the organization
The hourly pay range for this position is $22.00 - $27.00 per hour. The ultimate hourly pay within this range that will be offered to a qualified candidate will be determined based on the candidate’s experience and the cost of living in the area in which the candidate will live and work.
A list of benefits available to qualified employees is available here.
Application Deadline:
Applications for this position will be accepted until August 24, 2025.
We may fill this job opening before the deadline if we find a qualified candidate.
Apply Now
As part of PETA's Regulatory Toxicology Department (RTD), you will be responsible for day-to-day administrative assignments and will support all members of the team in their mission to advance animal-free science. This key position contributes to a variety of departmental activities such as invoice processing, travel coordination, event planning, and other detail-oriented actions. The ideal candidate will be highly organized, excel at multi-tasking, and have meticulous attention to detail.
Position Objective:
To provide the Regulatory Toxicology Department (RTD) with a wide range of administrative support
Primary Responsibilities and Duties:
• Assist RTD staff members with day-to-day operational functions such as arranging travel and drafting travel itineraries, processing credit card expense reports, and completing invoice payments
• Manage departmental projects via online tools, including Office 365 Planner, OneNote, Excel, and invoice and credit card software
• Maintain the departmental Handbook and standard operating procedures (SOPs)
• Manage the department's filing system on SharePoint
• Host and record meetings and webinars via Microsoft Teams, Zoom, and GoToWebinar
• Prepare agendas, take minutes, and follow-up on items from departmental calls
• Help with planning events, such as scientific workshops and departmental retreats
• Determine attendee availability and schedule internal and external meetings via Microsoft Outlook
• Coordinate with RTD staff to select topics and speakers for the monthly departmental staff meetings and schedule these meetings in Outlook
• Schedule applicant interviews and help train new departmental staff members
• Maintain the managing director's calendar and keep track of staff schedules
• Serve as the department's liaison with various PETA departments and the PETA Foundation and submit request forms to these departments on RTD staffers' behalf
• Monitor links on the PETA RTD and PETA Science Consortium International websites to ensure that they are working
• Perform online research in support of RTD staff, including locating journal articles and contact information
• Perform any other duties assigned by the supervisor
Requirements:
• Minimum two years' experience in a virtual administrative position
• Located on the East Coast. Having access to Philadelphia, PA or Washington, DC is a plus!
• Proficiency with Microsoft Office programs (especially Word, PowerPoint, Excel, Planner, Teams, and Outlook), Adobe Acrobat X Pro, SharePoint, and Doodle Polls
• Ability to learn new software applications and apply newly acquired skills to successfully complete assignments
• Demonstrated excellent organizational skills and attention to detail
• Proven effective written and verbal communication skills
• Proven ability to establish priorities and meet deadlines
• Demonstrated excellent interpersonal skills, tact, and diplomacy
• Proven ability to maintain strict confidentiality at all times
• Professional appearance and adherence to a healthy vegan lifestyle
• Support for PETA's philosophy and the ability to professionally advocate PETA's positions on issues
• Commitment to the objectives of the organization
The hourly pay range for this position is $22.00 - $27.00 per hour. The ultimate hourly pay within this range that will be offered to a qualified candidate will be determined based on the candidate’s experience and the cost of living in the area in which the candidate will live and work.
A list of benefits available to qualified employees is available here.
Application Deadline:
Applications for this position will be accepted until August 24, 2025.
We may fill this job opening before the deadline if we find a qualified candidate.
Apply Now