Administrative Assistant
Greater Terre Haute Area
Full-time
Onsite
1 month ago
About the role
Toronto Wildlife Centre is the only wildlife centre in the Greater Toronto Area and the busiest in Canada. Up to 6,500 wild animals are admitted to the centre each year representing over 300 different species of wildlife.
Dedicated to the rehabilitation of sick, injured and orphaned wildlife, and to educating the public on wildlife-related issues; TWC was the first wildlife centre in Canada with a full veterinary hospital and is the only one with a dedicated Wildlife Rescue Program. Approximately 40,000 phone calls from the public are handled each year through TWC’s Wildlife Hotline.
As a registered charity, TWC relies primarily on donations from members of the public and like-minded organizations. Staff work in all areas of the centre from wildlife care to IT support.
Job Title: Administrative Assistant
Status: Full-time, Permanent
Location: Currently located in Downsview Park (North York) with plans to move to Rouge National Urban Park (Scarborough)
Start Date: April 2026
Compensation: $19.00 – $22.00 per hour, commensurate with experience
Reports To: Director of Operations
Vacancy Status: This posting is for an existing vacancy.
Job Summary
The Administrative Assistant provides comprehensive administrative and operational support to the Director of Operations and the broader Operations portfolio.
This role ensures the efficient coordination of meetings, documentation, compliance tracking, and cross-departmental administrative processes. The position contributes to organizational effectiveness by maintaining structured administrative systems, supporting human resources and health and safety administration, coordinating operational logistics, and promoting consistency across administrative functions.
Duties & Responsibilities
Operations Administrative Support
Office Administration & Operational Coordination
Human Resources Administrative Support
Health, Safety & Compliance Administration
Finance & Fundraising Administrative Support
Qualifications
Education
Minimum high school diploma or equivalent.
Post-secondary education in administration, business, or a related field.
Experience
Technical Skills
Assets
Competencies
Work Schedule
Working Conditions
Physical Requirements
General & Ad Hoc Administrative Support
How To Apply
Please submit your resume and cover letter to [email protected], with the subject line “Administrative Assistant ”.
We thank all applicants for their interest. Due to the anticipated number of applications, only those selected for an interview will be contacted.
Toronto Wildlife Centre does not use artificial intelligence or automated tools to screen, assess, or select applicants.
Applicants who require accommodations are encouraged to include details in their application or contact us directly at [email protected].
Thank you for your interest in joining our team! You can also learn about our volunteer opportunities here.
Help save wild lives today.
Dedicated to the rehabilitation of sick, injured and orphaned wildlife, and to educating the public on wildlife-related issues; TWC was the first wildlife centre in Canada with a full veterinary hospital and is the only one with a dedicated Wildlife Rescue Program. Approximately 40,000 phone calls from the public are handled each year through TWC’s Wildlife Hotline.
As a registered charity, TWC relies primarily on donations from members of the public and like-minded organizations. Staff work in all areas of the centre from wildlife care to IT support.
Job Title: Administrative Assistant
Status: Full-time, Permanent
Location: Currently located in Downsview Park (North York) with plans to move to Rouge National Urban Park (Scarborough)
Start Date: April 2026
Compensation: $19.00 – $22.00 per hour, commensurate with experience
Reports To: Director of Operations
Vacancy Status: This posting is for an existing vacancy.
Job Summary
The Administrative Assistant provides comprehensive administrative and operational support to the Director of Operations and the broader Operations portfolio.
This role ensures the efficient coordination of meetings, documentation, compliance tracking, and cross-departmental administrative processes. The position contributes to organizational effectiveness by maintaining structured administrative systems, supporting human resources and health and safety administration, coordinating operational logistics, and promoting consistency across administrative functions.
Duties & Responsibilities
Operations Administrative Support
- Provide proactive administrative support to the Director of Operations.
- Manage calendars and coordinate meeting scheduling for Operations, Managers, Staff, and Board meetings.
- Coordinate meeting logistics including room bookings, technology setup, materials, and refreshments as required.
- Prepare agendas, briefing materials, and supporting documentation.
- Record and distribute meeting minutes.
- Track action items, deadlines, and follow-up tasks.
- Draft, format, and edit internal correspondence, reports, and presentations.
- Maintain organized operational files and documentation.
Office Administration & Operational Coordination
- Manage office supply inventory and coordinate ordering across departments.
- Liaise with vendors and service providers to support operational needs.
- Coordinate logistics for staff activities, internal events, and training sessions.
- Act as a central administrative coordination point for operational logistics across departments.
- Maintain key log tracking and support general office security administration.
Human Resources Administrative Support
- Coordinate recruitment administration and support hiring processes.
- Assist with onboarding and offboarding of employees
- Track completion of training, certifications, and compliance requirements.
- Support HR system maintenance, ensuring personnel records are accurate and up to date.
- Assist in updating and maintaining HR documentation, policies, and templates as needed.
Health, Safety & Compliance Administration
- Provide administrative support to the Joint Health & Safety Committee (JHSC), including scheduling quarterly meetings, preparing agendas, and recording and distributing minutes.
- Maintain organized health and safety documentation and committee records.
- Track and file incident reports and maintain the incident log.
- Prepare annual incident summary reports for review.
- Maintain records of monthly facility inspections and track follow-up actions.
- Coordinate replenishment of First Aid supplies as directed.
- Update Health & Safety bulletin boards as directed by the JHSC or leadership.
Finance & Fundraising Administrative Support
- Assist with month-end financial administrative tasks as directed.
- Organize and maintain financial documentation in accordance with established processes.
- Maintain organized records of active bequests and track estate follow-ups as assigned.
- Reconcile designated petty cash accounts as assigned.
Qualifications
Education
Minimum high school diploma or equivalent.
Post-secondary education in administration, business, or a related field.
Experience
- Minimum one (1) year of experience in an administrative, operations, or HR support role.
Technical Skills
- Proficiency in Microsoft Office Suite and Microsoft 365.
Assets
- Experience working in a nonprofit or charitable organization.
- Joint Health & Safety Committee certification.
- Experience with accounting software (e.g., QuickBooks).
- Experience with CRM systems (e.g., eTapestry).
- Valid G2 driver’s license with a clean driving record.
- Access to a vehicle.
Competencies
- Communicates clearly and professionally with colleagues, volunteers, and external contacts. Prepares accurate correspondence, reports, and documentation.
- Works cooperatively with team members and contributes positively to team goals.
- Manages workload efficiently, prioritizes tasks effectively, and maintains organized documentation.
- Identifies issues in routine tasks and resolves them independently while escalating complex issues appropriately.
- Responds effectively to changing priorities, deadlines, and operational needs.
- Takes ownership of assigned work and ensures tasks are completed accurately and on time.
- Demonstrates commitment to TWC’s mission and values while maintaining professionalism and ethical conduct.
Work Schedule
- Standard hours typically fall within Monday to Friday daytime business hours
- Some evening or weekend work may occasionally be required
- Some off-site work may be required
Working Conditions
- Open office environment with equipment noise and the possibility of frequent interruptions.
- Exposure to animals and materials that may trigger allergic reactions.
Physical Requirements
- Extended periods of sitting and computer use.
- Ability to lift moderately heavy objects when assisting with deliveries or operational projects.
- Required to walk on concrete floors within the facility.
General & Ad Hoc Administrative Support
- Provide administrative support to Operations portfolio direct reports (Facilities, Finance, IT, HR, Volunteer Services) as assigned.
- Provide administrative support to the Board of Directors as directed by the Director of Operations.
- Assist with special projects and organizational initiatives.
- Provide back-up administrative support during staff absences or peak periods.
- Take on additional administrative responsibilities as organizational needs evolve.
How To Apply
Please submit your resume and cover letter to [email protected], with the subject line “Administrative Assistant ”.
We thank all applicants for their interest. Due to the anticipated number of applications, only those selected for an interview will be contacted.
Toronto Wildlife Centre does not use artificial intelligence or automated tools to screen, assess, or select applicants.
Applicants who require accommodations are encouraged to include details in their application or contact us directly at [email protected].
Thank you for your interest in joining our team! You can also learn about our volunteer opportunities here.
Help save wild lives today.
Skills
AdministrativeVeterinary Services