Office Administrative Assistant

Office Administrative Assistant

Wildlife Habitat Canada (WHC) is a national, non-profit, charitable conservation organization that works to conserve wildlife habitat in Canada through wise conservation investments.

WHC is currently administering two federal grant programs:

1. The Habitat Conservation Stamp Initiative (Federal)

2. The Land Trusts Conservation Fund (under the Natural Heritage Conservation Program (Federal)

3. The Community Conservation Action Program

WHC is seeking an Office Administrative Assistant to support WHC as a whole. This contract position will work closely with WHC Program Director, Finance & Administrative Director and Executive Director. In this role you would be responsible for providing excellent administrative assistance to WHC executive staff and the Board of Directors. This role would include coordination, and support of the WHC Board of Directors members, meetings and subcommittees. Also, to oversee the timely completion of in office duties, including but not limited to administrative support, shipping and receiving, office supplies and general in-office tasks.

Position:Office Administrative Assistant

Job type: 1- year contract, with strong possibility of extension

Hours: Part time at 22.5 hours per week.

Start Date: March 20, 2024

Location: Main Office: 247 – 2039 Robertson Road Ottawa, ON K2H 8R2

Note: this is an in-office position

Schedule: Monday to Friday; Daily hours to be agreed upon

Pay Range: Between $29-$32 per hour based on experience

Closing Date: March 15, 2024

Job Description:

Reporting to the Program Director with day-to-day supervision:

The Office Coordinator will play a key role in the overall workplace experience as this position will be responsible for coordinating office operations and being an ambassador for our workplace culture. The role will include supporting the WHC Board of Directors and subcommittees, as well as leading various office initiatives to keep WHC running smoothly and efficiently on a daily basis. The Office Coordinator will additionally be our primary liaison courier services, required office vendors and cleaning services.

Duties and Responsibilities

Governance support:

• Support all WHC Board of Directors members with WHC tasks, materials, inquiries, meetings, etc.
• Assist with organizing and scheduling special events, board and member meetings.
• Arranging venues, catering, field trip events, and other event services, as needed.
• Arrange travel for the WHC senior management and other staff as needed, (Executive Director, Program Director and Finance and Administrative Director).
• Schedule meetings for the executive staff, as required.
• Provide support to WHC management staff, as required.

Administration:

• Maintain constant, open lines of communication with management, staff and vendors to ensure proper operations of the organization.
• Actively pursue strategic process improvements and operational objectives to increase efficiency.
• Develop and oversee the implementation of operating policies and procedures (e.g. documentation retention/archiving, office equipment use, etc.)
• Maintain an inventory of office equipment across the organization.
• Welcome WHC guests, visitors and clients and provide general information for inquiries (minimal).
• Handle incoming/outgoing mail, product orders, general mailbox emails and inbound calls; taking detailed messages and directing accordingly, as well as processing orders.
• Coordinate and support Board of Directors and committee meetings, including but not limited to booking meetings, agenda preparation, meeting minutes, meeting logistics, etc.
• Receive letters/packages from couriers and deliver to the appropriate individual.
• Prepare and ship all orders, art pieces/prints, etc.
• Manage office filing and handle general bookkeeping activities.
• Handle information and data with integrity and confidentiality.
• Other tasks as assigned.

Skills and Experience

• Demonstrated experience in executive administration, corporate core competencies, and/or office management.
• Demonstrated experience with Board of Directors support.
• Organization, time management and prioritization skills.
• Exceptional communication skills, positive attitude, and diplomatic approach.
• Ability to develop, implement and review office related policies and procedures.
• Experience using/troubleshooting various types of office equipment. (copier, scanner, automated phone system, postage meter, etc.)
• Proficient in MS Office (Outlook, Word, PowerPoint and Excel)
• Ability to take initiative, problem solve and make decisions within job scope to improve efficiency.
• Able to effectively prioritize and establish/work on multiple projects simultaneously; including providing concise project status updates.
• Works well independently and collaboratively within a fast paced environment.
• Must have sound judgement.

Language

• English (bilingual is preferred)

COVID-19 Considerations

• During your time in the office, candidates will be subject to any COVID-19 or other health protection measures established by government, the office building management and WHC direction.

To Apply

Please submit a cover letter outlining how your skills, knowledge and experience make you a good candidate for this position, and resume (MSWord or PDF only) by email to Jessica Burns, Program Director at jburns@whc.org by March 15, 2024 4:30pm EST.

WHC is committed to improving levels of diversity among its volunteers, staff, and board to reflect the diversity of Canada. In an effort to do so, we are actively tracking and seeking to improve our ability to reach all candidates with our job postings. Applicants belonging to racialized groups, who identify as Indigenous, LGBTQ+, or who have differing abilities are therefore invited to self-identify in their cover letter.

We thank everyone who applies for their interest; however, only candidates selected for an interview will be contacted.

Job Types: Part-time, Fixed term contract
Contract length: 12 months

Salary: $29.00-$32.00 per hour

Expected hours: 22.5 per week

Benefits:

• Casual dress
• On-site parking

Schedule:

• Monday to Friday

Ability to Commute:

• Ottawa, ON K2H 8R2 (required)

Work Location: In person

Application deadline: 2024-03-15
Expected start date: 2024-03-20