Administrative Assistant and Office Administrator

Wildlife Conservation Society Canada; Toronto; Hybrid; CAD 62,000 - 67,000; Full time

Job summary

An established organization dedicated to wildlife conservation is seeking a highly organized Administrative Assistant and Office Administrator. This pivotal role blends traditional administrative duties with light office management responsibilities, ensuring smooth operations within the Toronto office. The ideal candidate will support the Finance and Operations team, manage calendars, coordinate travel, and maintain office records. If you're detail-oriented and thrive in a dynamic environment, this opportunity offers a chance to contribute to meaningful conservation efforts while enjoying a supportive and inclusive workplace. Join a team committed to making a difference!

Benefits

4 weeks’ vacation

Paid sick leave

Health and Dental care

Life insurance

RRSP match

Weekly Wellness sessions

Mentorship program

Qualifications

• Proven experience as an administrative assistant or office administrator.
• Strong organizational skills with the ability to manage multiple tasks effectively.

Responsibilities

• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare, proofread, and edit documents, reports, and presentations.
• Assist with onboarding processes for new employees.

Skills

Organizational Skills

Communication Skills

Microsoft Office Suite

Problem-Solving Skills

Discretion and Professionalism

Education

Associate’s or Bachelor’s degree in Business Administration

Tools

HRIS

Job description

Position Title: Administrative Assistant and Office Administrator

Position Type: Full-time, Indefinite

Position Level: 6

Salary Range: $62,680-$66,280 depending on experience

Program: Finance and Operations

Date Written/Revised: April 30, 2025

Position Location: WCS Canada Head Office located at 344 Bloor St W Suite 204, Toronto, ON M5S 3A7 (Hybrid)

Reports to: Okechukwu Ezibe, Manager of Human Resources

Supervises (Direct supervision only): N/A

Position Contact: Okechukwu Ezibe, Manager of Human Resources

Start Date: June 2, 2025

Benefits: 4 weeks’ vacation, Paid sick and Personal emergency leave, Self-care days, Health and Dental care, Life insurance, RRSP match, DEIJA Team, Weekly Wellness sessions, Mentorship program.

Application Closing Date: May 15, 2025 at 6pm ET.

Position Summary

We are looking for a friendly, professional, and highly organized Administrative Assistant and Office Administrator to support daily office functions and provide administrative assistance to the Finance and Operations team. This role blends traditional administrative duties with light office management responsibilities to help ensure the smooth, efficient, and professional operation of our Toronto office. This multifaceted position plays a critical role within WCS Canada, serving as the central coordination point for administrative functions and providing high-level support to leadership, staff, and external stakeholders with professionalism, discretion, and proactive problem-solving. The ideal candidate is detail-oriented, resourceful, and thrives when managing a variety of tasks in a dynamic, fast-paced environment.

Principal Responsibilities

• Manage calendars, schedule meetings, and coordinate domestic and international travel arrangements.
• Answer, screen, and direct incoming telephone calls in a courteous and professional manner.
• Prepare, proofread, and edit a variety of documents, reports, and presentations.
• Assist with data entry, document filing, and the maintenance of organized office records.
• Record, prepare, and distribute meeting minutes and action items as assigned.
• Maintain accurate records in accordance with WCS Canada’s policies and best practices.
• Prepare and submit monthly expense reports on behalf of the President and the Director of Finance and Operations.
• Assist with preparing for Board of Directors meetings and liaise with the Board of Directors as directed by the President.
• Provide administrative support to team members as required, ensuring timely and efficient assistance.
• Manage office supply inventory and reorder materials as needed to ensure seamless operations.
• Coordinate the maintenance and servicing of office equipment and liaise with building management as necessary.
• Communicate with and manage relationships with vendors, service providers, and contractors.
• Assist with onboarding processes for new employees and offboarding for departing employees, as assigned.
• Maintain a clean, organized, and professional office environment.
• Contribute to creating a diverse, equitable and inclusive workplace that promotes engagement and belonging.

Required Qualifications/Skills/Experience

• Associate’s or Bachelor’s degree in Business Administration, Office Administration, or a related field.
• Proven experience as an administrative assistant, office administrator, or in a similar role.
• Strong organizational skills with the ability to manage multiple tasks and priorities effectively.
• Excellent written and verbal communication skills, with strong attention to detail.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Demonstrated ability to handle sensitive and confidential information with discretion and professionalism.
• Strong problem-solving skills, with a proactive and resourceful approach to challenges.

Preferred Qualifications/Skills/Experience

• Previous experience with office management and facilities coordination.
• Project Management certification (e.g., PMP, CAPM) considered an asset.
• Experience working with Human Resources Information Systems (HRIS) or similar platforms.

How to apply

Please submit your CV with a cover letter explaining your interest in this position and relevant skills and experience.

For questions regarding the position or application process, please contact Okechukwu Ezibe at [e-mail].

Application Closing Date: May 15, 2025 at 6pm ET.

WCS Canada is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices. Applicants with a disability or any special needs may make a request for accommodation at any stage of the recruitment process, and we will work with you to meet your needs. Such requests should be communicated to Okechukwu Ezibe ([e-mail]) or by phone [phone].

Office Safety Plan Compliance

WCS Canada is committed to providing and maintaining a safe environment for our employees, contractors, and partners. As part of this unwavering commitment to safety, it is a condition of employment that Office-based WCS Canada employees be compliant with the respective Office Safety Plan, which includes being fully vaccinated against COVID-19 with a COVID-19 vaccine series approved by Health Canada or the World Health Organization. This condition is subject to the requirements of applicable human rights legislation.

About WCS Canada

WCS Canada (www.wcscanada.org) was established as a Canadian conservation organization in July 2004. We are committed to championing accessibility, diversity, and equal opportunity. Our mission is to save wildlife and wild places by improving our understanding of and seeking solutions to critical problems that threaten key species and large wild ecosystems throughout Canada. We implement and support comprehensive field studies that gather information on wildlife needs and then seek to resolve key conservation problems by working with a broad array of actors. WCS Canada has a track record of our science being recognized as relevant, credible and legitimate by researchers, NGOs and agencies. WCS Canada is independently registered and managed, while retaining a strong collaborative working relationship with sister Wildlife Conservation Society (WCS) programs in more than 60 countries.

Diversity and inclusion are core WCS Canada values. We value the diversity of the people we employ and work with and we strive to provide an inclusive and equitable workplace in which we recognize the unique characteristics, skills and experiences of all employees. We are committed to engaging our employees in our diversity, equity and inclusion work and together we aim to create a workplace where all staff feel they belong and can grow.

WCS Canada’s programs occur on the homelands of Indigenous Peoples whose relationships various governments are described in historic (numbered) Treaties, modern land claim agreements, and negotiations around unceded lands. We recognize and support the international ecological and social commitments and responsibilities to Indigenous Peoples that Canada has signed, including the Convention on Biological Diversity, Convention on the Trade in Endangered Species, the United Nations Declaration on the Rights of Indigenous Peoples, and the recommendations of the Truth and Reconciliation Commission. Our commitment to engagement with Indigenous Peoples ranges from notification of research to the provision of scientific advice, to co-creation of research. We respect Indigenous knowledge systems and include this knowledge in our research and conservation programs where possible. We engage in land use planning and impact assessment processes that affect Indigenous Peoples, seeking ways to advance conservation as well as opportunities to sustain the livelihoods and cultures of Indigenous communities. We seek to motivate positive conservation outcomes by supporting effective governance and decision-making processes by Indigenous communities, particularly by supporting Indigenous and Community Conserved Areas.