Administrative Assistant Onsite

Position Summary

Reporting to the Director of Human Resources, the Administrative Assistant plays an important role in supporting the Human Resources, Fund Development, Finance, 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.

Reporting to the Director of Human Resources, the Administrative Assistant plays an important role in supporting the Human Resources, Fund Development, Finance, 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, providing proactive support, and helping create an organized and positive workplace experience.

Monday to Friday | 37.5 hours per week

$40,000 to $45,000 annually

• 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.
• Review donation processing records for accuracy and follow up on discrepancies 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.

• Assist with posting job advertisements, screening applications, coordinating interviews, and supporting the reference-check process.
• 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.

• 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 adhoc initiatives that require cross departmental collaboration.

• Record meeting minutes and maintain official 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.

• 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.

Required Qualifications:

• High school diploma or equivalent.
• Minimum 3 years of administrative experience, preferably in a multi-department or nonprofit environment.
• 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.
• Advanced proficiency in Microsoft Office applications, including Word, Excel, Outlook, PowerPoint, and SharePoint.
• 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…