Administrative Assistant

Weizmann Canada; Canada; Hybrid; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Health and dental benefits

Wellness stipend

Paid vacation weeks

Job summary

Weizmann Canada is seeking an Administrative Assistant to provide high-level administrative support to the Regional Director, Western Canada, and the broader team. The role emphasizes organization, discretion, and proactive coordination across multiple sites in a hybrid, Canada-wide setting.

You will manage calendars, prepare materials, handle confidential information, and track donor activities in the database while supporting leadership priorities and cultivation events.

Qualifications

• Minimum of 3 years supporting senior leaders or major gift fundraisers.
• Excellent judgment, professionalism, and interpersonal skills.
• Exceptional organizational and project management skills.
• Ability to manage competing priorities.
• Proficiency in Microsoft Office.
• Ability to learn Raiser's Edge/NXT and Asana.
• Non-profit experience is an asset.

Responsibilities

• Provide comprehensive administrative support to the Regional Director, Western Canada, managing competing priorities with a high level of organization, judgment, and attention to detail.
• Coordinate schedules, meetings, and administrative requirements, proactively identifying conflicts and ensuring appropriate preparation and follow-up.
• Prepare, organize, and maintain correspondence, documents, reports, presentations, meeting materials, and other administrative records.
• Manage the flow of information and documentation, ensuring materials are accurate, complete, appropriately organized, and readily accessible.
• Handle confidential and sensitive information with professionalism and discretion.
• Anticipate administrative needs and take initiative to ensure priorities and commitments remain organized and on track.
• Manage the timely and accurate entry of donor information, activities, and next steps within the database.
• Track key dates, deadlines, decisions, and outstanding items, proactively following up with relevant individuals as needed.
• Support special projects and other leadership operational priorities as required.
• Help with the coordination and logistical planning of cultivation events, scientist visits, and stewardship events.
• Office management including supply orders, maintaining promotional materials and literature.
• Various ad hoc tasks and responsibilities.

Skills

Senior leader support

Organizational skills

Project management

Microsoft Office

Raiser's Edge/NXT

Asana

Non-profit experience

Tools

Raiser's Edge/NXT

Asana

Job description

About this role

Weizmann Canada is seeking an Administrative Assistant with exceptional organizational and administrative skills, strong attention to detail, sound judgment, and the ability to manage several priorities across a multi-site organization.

Reporting to the Executive Operations Manager, with day-to-day direction and oversight provided by the Regional Director, this individual is a key member of a high-performing administrative team. The Administrative Assistant in western Canada provides high-level administrative and operational support to the Regional Director and broader team, ensuring that priorities, information, schedules, documentation, and follow-up activities are managed with a high degree of organization, accuracy, and discretion.

Weizmann Canada supports the Weizmann Institute of Science, one of the world's top-ranked research institutions. The organization is engaged in Empower Tomorrow, the Institute's global campaign, as part of its broader work across research, education, fundraising, and public engagement.

Who You Are

You are a highly organized, proactive, and resourceful professional who excels at bringing structure to a fast-paced and dynamic environment. You take pride in staying several steps ahead—anticipating needs, managing competing priorities, and ensuring that important details, deadlines, and follow-ups do not fall through the cracks. You exercise sound judgment and discretion, communicate confidently and professionally, and are comfortable working closely with senior leaders, donors and volunteers. You approach administrative work with a strong sense of ownership, track deliverables, and keep priorities moving forward. Adaptable and solutions-oriented, you are someone others can rely on to create order, maintain momentum, and ensure that executive and operational priorities are supported seamlessly.

Key Responsibilities

• Provide comprehensive administrative support to the Regional Director, Western Canada, managing competing priorities with a high level of organization, judgment, and attention to detail;


• Coordinate schedules, meetings, and administrative requirements, proactively identifying conflicts and ensuring appropriate preparation and follow-up;


• Prepare, organize, and maintain correspondence, documents, reports, presentations, meeting materials, and other administrative records;


• Manage the flow of information and documentation, ensuring materials are accurate, complete, appropriately organized, and readily accessible;


• Handle confidential and sensitive information with professionalism and discretion;


• Anticipate administrative needs and take initiative to ensure priorities and commitments remain organized and on track;


• Manage the timely and accurate entry of donor information, activities, and next steps within the database;


• Track key dates, deadlines, decisions, and outstanding items, proactively following up with relevant individuals as needed;


• Support special projects and other leadership operational priorities as required;


• Help with the coordination and logistical planning of cultivation events, scientist visits, and stewardship events;


• Office management including supply orders, maintaining promotional materials and literature;


• Various ad hoc tasks and responsibilities.

What you offer

• Minimum of 3 years supporting senior leaders or major gift fundraisers;


• Excellent judgment, professionalism, and interpersonal skills, with the ability to work collaboratively with colleagues and stakeholders;


• Exceptional organizational and project management skills;


• Ability to manage competing priorities;


• Proficiency in Microsoft Office;


• Ability to learn new technical platforms such a Raiser's Edge/NXT and Asana;


• Non-profit experience an asset.

What we offer

Weizmann Canada offers a cause that has a world-wide impact on humanity; a great team and a collaborative work environment. Weizmann Canada is working within a hybrid model currently with three days in office and two days a week remote.

Salary is based on skills and experience. We offer a robust health and dental benefits package with an additional $500 wellness stipend. Weizmann Canada offers two paid vacation weeks per calendar year, along with Jewish Holiday.