Administrative Assistant Job Opening

Administrative Assistant
Location: Northwoods Wildlife Center (NWC) | 8863 S. Blumenstein Rd. Minocqua, WI 54548
Pay: Starting at $18/hour (commensurate with experience)
Schedule: Full-time and part-time positions available
Benefits: HSA available for full-time employees
Flexibility: No-questions-asked scheduling flexibility for family, childcare, and health needs (see “Scheduling & Communication”)

The Northwoods Wildlife Center is seeking an Administrative Assistant to support day-to-day operations that keep our mission moving: to create a future where people and wildlife thrive together. This role is ideal for an organized, adaptable person who enjoys a blend of administrative work, marketing and communications, record keeping, and reporting.

The Administrative Assistant supports three essential areas: (1) administrative and marketing support, (2) donor and sponsor records, and (3) QuickBooks support related to fundraising revenue and documentation. If you are comfortable with technology, enjoy working with a wide range of people, and care deeply about wildlife and the environment, this role offers meaningful work with visible impact.

1) Marketing & Administrative Support
Create and schedule content for NWC’s communications channels, including Facebook, Instagram, e-newsletters, blog posts, and press releases.

• Maintain a practical content calendar aligned with seasonal programming, fundraising priorities, and organizational milestones.
• Gather stories, photos, and updates from staff and volunteers and translate them into clear, mission-forward messaging.
• Draft basic organizational communications and support coordination of outreach with community partners.
• Assist with sponsor recognition and acknowledgments in coordination with leadership and program staff.

2) Donor Records & Development Administration
Enter and maintain donor and sponsor records in NWC’s database/CRM (gift entry, contact updates, communication preferences).

• Prepare and send donor acknowledgments and tax receipts accurately and promptly.
• Track sponsorships, pledges, matching gifts, and recurring gifts; coordinate fulfillment details with leadership and other staff.
• Support fundraising campaigns and events through list preparation, documentation, and post-event reporting.

3) Bookkeeping Support & Reporting (Development-Facing)

• Provide bookkeeping support by organizing receipts, documenting sponsorships, tracking donations.
• Assist with routine reporting such as donation summaries, sponsorship tracking, and campaign/event revenue snapshots.
• Help maintain clean records by identifying missing documentation or discrepancies and flagging them for resolution.
  • Note: This role supports accuracy and documentation. Final approvals and higher-level accounting functions remain with leadership/finance oversight.

We are looking for someone who is capable, collaborative, and steady under changing circumstances—someone who can pivot when priorities shift (as they often do in wildlife rehabilitation).

• Adaptable and solution-oriented: able to re-prioritize calmly and communicate changes clearly.
• Technically capable: comfortable learning tools such as CRMs, email platforms, shared drives, spreadsheets, and QuickBooks-style workflows.
• Detail-oriented: accurate with data entry, documentation, and follow-through.
• A clear communicator: able to ask questions early and keep stakeholders informed.
• People-smart: respectful and effective when working with staff, volunteers, and community members with varied backgrounds and skill levels.
• Mission-aligned: you care deeply about wildlife, the environment, and community impact.

• Administrative experience in an office or nonprofit setting preferred.Experience with social media, e-newsletters, writing/editing, and/or press releases is helpful.
• Experience with a donor database/CRM (Little Green Light or similar) is a plus, but not required.
• Familiarity with QuickBooks Online or similar bookkeeping software is a plus, but not required; training is available for the right candidate.
• Proficiency with Google Workspace or Microsoft Office (email, spreadsheets, shared documents).

The Northwoods Wildlife Center recognizes that people have lives—and those lives can be complicated. We offer no-questions-asked scheduling flexibility to accommodate family, childcare, and health-related situations as they arise. In return, we ask employees to:

• Communicate needs clearly and directly, and
• Provide as much heads-up as possible so management and coworkers can coordinate coverage and priorities.

Work Environment

This is a mission-driven, team-based environment. Priorities may shift due to wildlife care needs, education programming, weather, and event timelines. Wildlife handling is not required for this role, but comfort working in a setting centered on wildlife rehabilitation and public education is important.

How to Apply

Please email director@northwoodswildlife.org describing your interest in wildlife/environmental work and your relevant experience, along with your resume and references. Writing samples are welcome but not required (social posts, a short article, a press release, or similar).