Administrative Assistant - Temporary Full Time

Administrative Assistant 

35 hours per week, 8 week term

Reporting to the Executive Director, the Administrative Assistant will play a key role in leading the coordination of a wide variety of administrative responsibilities for the Leadership team at Calgary Humane Society, including task scheduling, preparing and organizing documents for internal use, as well as for the board portal, maintaining records, minute taking, and other administrative tasks that support the day-to-day operations of the Society.  

The Administrative Assistant will work closely with the shelter’s leadership team, staff, and volunteers to support daily operations and enhance the overall efficiency of our services

The ideal candidate is someone whose personal values align with CHS’ culture, mission, vision, and organizational values, and someone who is detail-oriented, proactive, and passionate about helping people and animals. 

Duties:

• Provide administrative support to the Leadership team, including utilization of SharePoint to create an internal document library to securely maintain important information and documents in an organized and readily accessible format.  
• Assist the Leadership Team with the development of company intranet.
• Support the Human Resources team in the creation of training tools to support the ongoing professional development of staff, volunteers, and foster families..
• Prepare welcome packages and conduct the onboarding and orientation of new employees.
• Conduct research and draft reports on various initiatives based on the needs of the Leadership team and provide support on the execution of selected projects.
• Work with the Volunteer, Foster, and Human Resources team to develop volunteer, foster parent and staff recruitment, retention, and engagement strategies designed to reduce turnover rates. 
• Support the Leadership team with meeting preparation and minute taking.   
• Plan and organize internal events such as Town Halls, staff meetings, volunteer appreciation events and community fundraisers if required.
• Organize and maintain office supplies, ensuring availability for daily operations.
• Manage filing systems (both digital and physical).
• Prepare reports, forms, and documents as needed.
• Assist in other areas of the shelter on an as-needed basis including cleaning, feeding, and enrichment of shelter animals.
• Other duties assigned.·

Summer Job Requirements: 

Calgary Humane Society summer jobs are subsidized through the Canada Summer Jobs program which offers wage subsidies to support employers to create quality summer work experiences for youth aged 15 to 30 years.

To be eligible for this position under the Canada Summer Jobs Program, candidates must meet the position requirements as well as be:

• between 15 and 30 years of age (inclusive) at the start of employment;
• Canadian citizens, permanent residents, or persons to whom refugee protection has been conferred under the Immigration and Refugee Protection Act; and
• have a valid Social Insurance Number at the start of employment and be legally entitled to work according to the relevant provincial or territorial legislation and regulations.
• International students are not eligible.

Position Requirements: 

• High School Diploma.
• Working towards a university degree in Business Administration, Human Resources or a related field or an appropriate combination of education and experience.
• Knowledge of Business/HR administration processes an asset.
• Minimum one-year experience in administration and/or customer service preferred.
• Ability to multi-task and prioritize and strong organizational skills and a proven ability to work under pressure and meet deadlines in a fast-paced environment.
• Interpersonal and relationship-building skills; able to handle requests in a professional manner. 
• Excellent follow-up and problem-solving skills, with the ability to identify and resolve problems in a timely manner.
• Precision, accuracy, and high attention to detail in all aspects of work.
• Ability to gather and analyze information skillfully, and make intuitive decisions.
• Exceptional communication skills with ability to share information with others in a tactful and diplomatic manner while maintaining strict confidentiality.
• Ability to work effectively independently as well as with a team.
• Intermediate to advanced knowledge of Microsoft Office including Word, Excel, Outlook, SharePoint, and PowerPoint.
• Successful candidate will be required to provide a criminal record check at their own expense to be arranged by CHS.
• Physically capable of and comfortable working with, and handling a variety of species including but not limited to: cats, dogs, rabbits, birds, and reptiles.

Hourly Rate:

• $17.00 + 6% Vacation Pay 

Perks & Benefits:  

• Casual dress code
• Discounts on CHS products and services, including adoption fees
• The opportunity to make a difference in the lives of people and animals

Please visit our careers page to see more job opportunities.