Administrative Assistant, Marketing and Development

2 weeks ago

Toronto, Canada Toronto Humane Society Full time

Do you love animals as much as we do? Join us and you can make a difference every day

Toronto Humane Society finds new homes for thousands of animals and helps keep families together. However, Toronto Humane Society is more than an animal shelter. We are an educational resource and support system, a leading voice in animal welfare and accessible care. Toronto Humane Society is a center of excellence, a space where best practices and boundary-pushing knowledge exchange meet with unyielding optimism and a love for animals to create something special. Toronto Humane Society is like no other.

**Working at Toronto Humane Society**:
At Toronto Humane Society, we are drawn together by our **purpose**. The power of the Human-Animal Bond, it’s a bond like no other, and it’s the reason we get up in the morning. If you love animals as much as we do, you understand why we work so hard to provide the best life possible for the animals in our care and the people who bond with them. It’s our expertise at every step of the journey, combined with the love and support provided by people in our community that complete the circle.

At Toronto Humane Society we recognize that the field of animal welfare and the challenges it presents are ever changing. Because of this, we encourage and support our staff, volunteers, foster parents and other stakeholders to continue their **learning** journey. We believe that a commitment to learning and growing daily is the only way we will ever achieve our mission, not just as an organization, but also as individuals. In order to learn, we must be comfortable in the unknown, be able to take measured risks, and when we fail - be ready to accept it as an opportunity for growth. We want our people to continually develop and expand, finding creative ways to increase both our impact and theirs.

**Job Summary**
The Administrative Assistant in Marketing and Development at Toronto Humane Society is a key player in bolstering the department's strategic initiatives and daily operations. This role is multifaceted, involving support for the Director's schedule, project coordination, report preparation, and active participation in fundraising and engagement activities. Central to this position is the ability to ensure effective communication and operational efficiency, both internally within the department and externally with stakeholders. The Administrative Assistant is tasked with organizing and maintaining a comprehensive filing system, managing documents efficiently, and capturing detailed notes during meetings. Additionally, project management forms a significant part of this role, requiring the Administrative Assistant to not only provide support but also lead certain initiatives, ensuring they align with the department's objectives and are completed successfully without compromising on quality.

Further, the Administrative Assistant plays a crucial role in aiding the Director and team with fundraising, engagement, and acquisition efforts. This includes providing administrative support for fundraising campaigns, organizing events, and ensuring seamless execution of these initiatives. A key responsibility also involves liaising and managing interactions with external contractors, necessitating strong communication skills and the ability to develop positive working relationships to ensure alignment with the organization's goals. The role demands proactivity, with a focus on anticipating and efficiently responding to the needs of the Director and the department. Paramount in this position is the ability to handle sensitive information with utmost discretion and confidentiality, upholding the integrity and values of Toronto Humane Society.

**Main Duties/Responsibilities**

Project Management and Reporting
- Manage and contribute to departmental projects, ensuring timely completion and goal alignment.
- Prepare and assist in the development of reports and presentations, offering insights and analysis.

Fundraising and Engagement Support
- Aid in the organization and coordination of fundraising events and engagement initiatives (team days, bequests etc.)
- Provide administrative support for appeals and promotional activities to bolster fundraising efforts.

Administrative Support
- Assist with calendar management, and meeting scheduling.
- Maintain an organized and efficient filing system for the director and the department.
- Accurately record meeting minutes and ensure timely follow-up on action items.
- Provide support for after-hours meetings as required.
- Facilitate interactions with external contractors, ensuring effective communication and project alignment.

General
- Assist in tracking departmental attendance, budgets and expenses.
- Ensure adherence to organizational policies and procedures within the department.
- Foster, promote, support and drive inclusion and influence others to promote, embrace and progress Diversity, Equity & Inclusion at Toronto Humane Society.
- Liaise among m

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