Administrative Assistant

Monday to Friday | 37.5 hours per week 

Reporting to the Director of Human Resources, the Administrative Assistant plays an important role in supporting the Human Resources, Fund Development, and Leadership teams. This position helps create a well-organized and supportive environment by managing documentation and contributing to clear, thoughtful internal communications that keep teams connected and informed.

The ideal candidate is highly organized, adaptable, and enjoys working collaboratively in a purpose-driven environment. This role requires sound judgment, discretion, and a strong service orientation, along with the ability to manage multiple responsibilities with care and attention to detail. Success in this role comes from anticipating needs, supporting others in meaningful ways, and contributing to a workplace where people feel supported in the work they do.

Key Responsibilities

Administrative Support (Leadership & Fund Development):

·         Provide comprehensive administrative support to the Leadership team including correspondence and document preparation.

·         Support the Fund Development team with administrative tasks, donor‑related inquiries, and customer service support as required.

·         Assist reception by responding to telephone calls and directing inquiries professionally and efficiently.

·         Prepare reports, presentations, forms, and internal documents to support organizational operations.

·         Schedule meetings, prepare agendas, take detailed minutes, and distribute materials in a timely manner.

·         Create, organize, and maintain digital and physical filing systems to ensure accuracy, confidentiality, and accessibility.

·         Utilize SharePoint to maintain an organized, secure internal document library.

Human Resources Administrative Support:

·         Assist with posting job advertisements, pre‑screening applicants, coordinating interviews, and conducting reference checks.

·         Support onboarding and orientation processes for new employees, including preparation of materials and schedules.

·         Assist the HR team with administrative components of training resources for staff, volunteers, and foster families.

·         Provide general administrative support to the HR team as required.

Research & Project Support:

·         Conduct research and draft summaries or reports in support of Leadership team initiatives.

·         Provide administrative coordination for selected projects, ensuring timelines and documentation are maintained.

·         Support ad‑hoc initiatives that require cross‑departmental collaboration.

Occupational Health & Safety Committee Support:

·         Organize and maintain accurate OH&S records and documentation.

·         Track required safety training and assist with scheduling.

·         Support workplace safety audits and inspections.

·         Assist with updating internal OH&S resources and communicating requirements to staff.

Other Duties

·         Assist in other areas of the shelter as needed, including occasional support with animal care such as cleaning, feeding, and enrichment.

·         Perform additional administrative duties as assigned to support organizational needs.

Position Requirements: 

·         High school diploma or equivalent.

·         Minimum 2 years’ experience in an administrative role.

·         Proven ability to effectively prioritize work and meet deadlines.

·         Strong organizational, time‑management, and multitasking skills.

·         Excellent interpersonal and customer service skills, with the ability to navigate sensitive situations professionally and compassionately.

·         Strong written and verbal communication skills.

·         High level of initiative, reliability, and attention to detail.

·         Ability to maintain confidentiality and exercise discretion.

·         Proficiency in Microsoft Office applications, including Word, Excel, Outlook, SharePoint and PowerPoint.

·         Genuine passion for animal welfare and alignment with organizational values.

·         Successful candidate will be required to complete a police information check arranged by CHS at their own expense.

·         Willingness to work occasional overtime as required.

Assets:

·         Administrative experience in a non‑profit or multi‑department environment.

·         Experience supporting human resources, senior leaders, or fund development teams.

·         Familiarity with SharePoint or document management systems.

Benefits & Perks:

• 100% employer paid health and dental benefits for employees and their dependents.
• Wellness Spending Account.
• Vision coverage.
• Paid vacation, sick time, wellness days, and paid day off on your birthday.
• Matching RSP.
• Professional development opportunities.
• Discounts on CHS products and services, including adoption fees.
• Access to Employee and Family Assistance Program.
• Access to reduced rate counseling services.
• A commitment to accessibility and accommodations for different needs.

Closing date: Posting will remain open until a suitable candidate is found. 

We thank all applicants for their interest however only those selected for an interview will be contacted.  No phone calls or emails please. 

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