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Administrative Assistant

3 months ago

Kanata, Canada Canadian Wildlife Federation Full time
Your Connection to Wildlife
As one of Canada's largest not for profit leaders in wildlife conservation, research, and advocacy, we are seeking to fill the following position…
Administrative Assistant
Full-time, Permanent
Location: Ottawa, ON
Expected start: Fall 2024

Who we are
The Canadian Wildlife Federation (CWF) is a national not-for-profit charitable organization dedicated to ensuring an appreciation of our natural world and a lasting legacy of healthy wildlife and habitat. By spreading knowledge of human impacts on the environment, developing and delivering educational programs, conducting research, promoting the sustainable use of natural resources, and advocating for effective wildlife policy and regulation, CWF strives for a future in which Canada's wildlife is conserved for generations to come.

Diversity is a fundamental part of our core values; we create every opportunity to become more inclusive. We encourage applications from qualified candidates from all diverse communities including, but not limited to, Indigenous persons, racially visible persons, people with disabilities, 2SLGBTQ+, and women in non-traditional roles.

Position Description
The Administrative Assistant is responsible for managing a variety of administrative and office tasks that support the CEO/Executive Vice-President (CEO/EVP). An important part of this role involves providing administrative support during board meetings, which includes filling in for the Executive Assistant when needed and completing tasks to ensure the meetings go smoothly. Moreover, the Administrative Assistant extends administrative support to management, staff, Board of Directors, Past Presidents, and CWF's Affiliates, ensuring operational efficiency across various organizational levels.

Key Responsibilities
  • Organizes and coordinates CEO/EVP meetings and travel arrangements.
  • Assists the CEO in preparing correspondence, reports, and presentations.
  • Reviews and ensures timely action on CEO/EVP's emails.
  • Completes credit card reports and expense claims for CEO/EVP.
  • Serves as a point of contact for calls and correspondence.
  • Supports CEO/EVP in daily tasks.
  • Attends meetings as requested by CEO/EVP, taking notes.
  • Receives, processes, and distributes communications to assist the flow of information to staff and board.
  • Operates and assists (basic troubleshooting) regarding the use of office equipment and technologies, including printers and MS Office suite applications.
  • Locates, files, and retrieves documents and records from various electronic and paper sources to support daily office operations, such as using information technologies to communicate with internal and external stakeholders.
  • Responsible for providing administrative support for semiannual Board of Director's meeting.
  • Responsible for tasks associated with being the editor of the quarterly staff newsletters, such as assigning and/or obtaining content from departments, editing, creating the newsletters using Canva software, and distributing newsletters.

Experience / Skills / Knowledge / Abilities
  • Minimum of 1 year of related experience
  • Superior organizational and time management skills
  • Strong written and verbal communication skills
  • High level of professionalism
Assets:
  • Bilingual in English/French
  • Experience in a non-profit environment
_____________________________________________________________________________
Work Conditions
  • Full time, permanent position.
  • Location: CWF Head Office in Ottawa ON (Kanata) with hybrid flexibility to work-from-home two consecutive days per week.
  • Travel across Canada as required to attend offsite meetings a couple times per year.
  • Work in an office environment.
  • Relatively constant sitting for work at a computer.

Why work with us?
  • We are a rapidly growing team of forward-thinking individuals who all share a common passion, the Canadian outdoors
  • Friendly and casual work environment
  • Transparency between various levels of management
  • We are committed to building a more diverse workforce
  • Work-life balance
  • Competitive benefits package at no cost to you
  • RRSP enrollment with up to 5% company matching
  • Opportunity to expand your network of conservation and program experts

This position will remain open until filled.

HOW TO APPLY: Cover letter and resume should be submitted. Only the candidates selected for an interview will be contacted. We thank you for your interest in the Canadian Wildlife Federation.

We are committed to creating and maintaining an inclusive and accessible workplace for all its candidates and employees by supporting their accessibility and accommodation needs throughout the employment lifecycle. We ask that job applications please identify any accommodation requirements by contacting the Human Resources department when selected for an interview.

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