Administrative Assistant and Office Administrator

Position Title: Administrative Assistant and Office Administrator

Position Type: Fulltime Indefinite

Position Level: 6

Salary Range: $62680$66280 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 Selfcare 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 highlevel support to leadership staff and external stakeholders with professionalism discretion and proactive problemsolving. The ideal candidate is detailoriented resourceful and thrives when managing a variety of tasks in a dynamic fastpaced 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 Canadas 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

• Associates or Bachelors 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 problemsolving 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

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 barrierfree 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 () or by 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 Officebased WCS Canada employees be compliant with the respective Office Safety Plan which includes being fully vaccinated against COVID19 with a COVID19 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 () 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 Canadas 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 cocreation 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 decisionmaking processes by Indigenous communities particularly by supporting Indigenous and Community Conserved Areas.