Office Administrator

2 months ago

Collingwood, Canada Georgian Triangle Humane Society Full time

**Position Summary**: Reporting to the Business Administration Manager, the Office Administrator is responsible for providing comprehensive organizational and administrative support to the Executive Director, Customer Care Team and Volunteer Program Supervisor. This role requires a high-level of enthusiasm, organization, hospitality, and a passion for ensuring a great customer experience. Also, by nature, this position will require a high degree of professionalism and will include exposure to sensitive information that will require the use of tact, diplomacy, discretion and independent decision-making skills. Through administrative tasks the Office Administrator ensures all systems, processes and people are organized and aligned to effectively complete their tasks.

**Position Schedule**:
Full-Time, 40 hours per week (Monday - Friday), hybrid work environment (1-2 days a week working from home).

The Georgian Triangle Humane Society (GTHS) envisions a community that is compassionate and caring towards pets and each other. At the GTHS, we are passionate about solving the impossible until it becomes possible. We support lifelong learning in our team’s continued pursuit of information to empower them in their current role. Our values direct our organization in all that we do, from the programs and services we create, to our policies and procedures, our team, and to how we ultimately care for our pets and community.

Our values include:

- Compassion for Pets and People
- Well-Being
- Perseverance
- Inclusivity
- Lifelong Learning

**ROLES AND RESPONSIBILITIES**:

- Executive Support_
- By nature, this position will require a high degree of professionalism and will include exposure to sensitive information that will require the use of tact, diplomacy, discretion and independent decision-making skills
- Book staff and leadership meetings, deliver agendas, provide refreshments, set up, book venues, book speaking engagements
- Spearheads special projects as needed
- Provide comprehensive and organizational support to the Executive Director, as directed
- Provides project management support, ensuring that all tasks are completed within set deadlines, coordinating with different members of the team. Spearheading special projects as needed
- Conduct various research activities pertaining to projects including benchmarking data from other not-for-profits or animal care centres; drafts of initial reports and presentation materials as required
- Maintains the organization and storage of corporate shared documents (electronic and paper based)
- Submits and reconciles expenses for the ED, including tracking credit card expenses, when required
- Provides assistance in preparation for Board and Board Committee meetings by producing agendas/materials for meetings, taking and transcribing minutes, and follow up actions
- Organizational Team & Volunteer Program Support_
- Lead organizational social committee, assisting in the planning and execution of volunteer and staff events as required. Spearhead staff recognition program
- Support the recruiting and staffing process by conducting pre-screens, scheduling interviews
- Assist in guiding new team members through the pre-employment process
- Assist with the running of the Joint Health and Safety Committee, recording minutes, action items and conducting monthly inspections. Act as the lead Health and Safety representative
- Support the Professional Development (PD) of employees with training planning and support in partnership with the Director Team.
- Volunteer Recognition - Work with the Volunteer Program Supervisor to create social media posts, communication pieces, for recognition and milestones.
- Assist in maintaining volunteer data and scheduling & contact lists. Liaise with volunteers and Team Leads to reflect shift coverage
- Assist with database maintenance of volunteer software
- Assist the Volunteer Program Supervisor to monitor and maintain internal social media groups
- Assist with promotion of volunteerism at GTHS, creating and adjusting volunteer resources as needed
- Review and respond to incoming correspondence, inquiries and phone calls
- Customer Care Support_
- Oversees retail store at GTHS centre, organizing all store operations and working with Customer Service Coordinators to fulfill the store's annual budget aiming for minimum expenditure and efficiency
- Works to ensure all GTHS visitors and supporters have an exceptional customer service experience when working with or visiting the GTHS animal centre. Maintain a spot on customer care committee.
- Act as a resource & back up for Customer Service Coordinators during busy operating times.

**REQUIREMENTS**
- Experience in administration with a focus on customer service (two years preferred)
- Administrative education is an asset (e.g. business or office administration)
- Superior customer service and communication skills; sales skills would be an asset
- Strong time management and interpersonal skills

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