HR & Office Administrator
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Job Location:
Monthly Salary:
Posted on:
30+ days ago
Vacancies:
1 Vacancy
Department:
Job Summary
About Rainbow Railroad
Rainbow Railroad is an international nonprofit that helps at-risk LGBTQI get to safety. Our mission is to provide life-saving support for LGBTQI people experiencing discrimination violence and persecution based on their sexual orientation gender identity or sex characteristics (SOGIESC). We work at the intersection of LGBTQI identities and forced displacement as advocates thought leaders movement strategists community organizers and direct service providers. Since our founding in 2006 we have supported close to 40000 at-risk LGBTQI people globally built sustainable partnerships with hundreds of organizations and coalitions and publicly engaged millions of people about the forced displacement crisis affecting the LGBTQI community.
Rainbow Railroad is a registered charity in Canada and a 501(c)3 organization in the United States.
About the Position
Rainbow Railroad is seeking a highly organized reliable and detail-oriented HR & Office Administrator to keep our Toronto office running smoothly and to support a positive engaged and well-functioning workplace.
This role is perfect for someone who takes pride in creating order and supporting others. Whether youre an emerging HR professional eager to learn and grow or an experienced administrator who values discretion confidentiality and efficiency youll be the friendly face that keeps our office organized our systems running and our people connected.
Working closely with the Operations and HR teams you will handle day-to-day office management coordinate logistics support HR administration and contribute to building staff morale and engagement. This is an on-site role at our downtown Toronto office.
Key Responsibilities
Office Administration
- Manage day-to-day operations of Rainbow Railroads Toronto office ensuring a welcoming well-organized and efficient environment
- Serve as the first point of contact for staff visitors and external inquiries (including monitoring our info@ inbox) responding promptly and professionally
- Maintain office supplies systems and equipment; liaise with vendors for maintenance custodial and catering
- Support scheduling travel coordination and logistics for staff and leadership including meetings retreats and special events.
- Coordinate staff gatherings celebrations and team-building moments that foster a positive and inclusive workplace culture.
- Track and process invoices expenses and purchase orders in accordance with established financial procedures.
- Maintain the Administrative Manual and help refine internal office systems and policies for efficiency and clarity.
- Provide administrative support to the Director HR and Admin the Director of Operations and CEO as needed.
Human Resources Administration
- Serve as the primary contact for general HR-related inquiries maintaining confidentiality and discretion at all times.
- Support recruitment processes by scheduling interviews preparing onboarding materials and coordinating new hire orientation.
- Maintain and update HR records contracts and staff files with accuracy and attention to detail.
- Support the administration of benefits leaves and performance review cycles.
- Help organize staff training engagement initiatives and recognition activities to strengthen morale and organizational culture.
- Ensure HR and office policies are followed consistently and communicated clearly across the organization.
Qualifications & Attributes
- Post-secondary education in Human Resources Business Administration or a related field or equivalent experience in office administration.
- 2-5 years of relevant experience preferred ideally in a non-profit or mission-driven environment.
- Exceptional organizational and time management skills; able to manage multiple priorities calmly and effectively.
- Strong interpersonal and communication skills with a professional approachable demeanor.
- Proven ability to handle sensitive information with tact discretion and confidentiality.
- Proficiency with Microsoft Office Google Workspace and HR information systems (experience with CollageHR or similar is an asset).
- A team player who brings enthusiasm initiative and a solutions-oriented attitude to everyday tasks.
- Commitment to the mission and values of Rainbow Railroad and to fostering an inclusive supportive workplace.
Application Deadline November 14 2025
Length of Contract Full-Time Permanent
Hiring Salary $60000 plus benefits
Application Process - Please submit your application through the portal link here in Collage
Rainbow Railroad is dedicated to building an organization that reflects the diversity of the communities we serve. This includes diversity in languages spoken culture race sexual orientation and gender identity. Requests for accommodation due to disability can be made at any stage in the recruitment process. Please email for inquiries.
We thank all applicants for their interest in this position however we will only be contacting those selected for next steps.
Required Experience:
Unclear Seniority
Key Skills
- Office Manager Experience
- Microsoft Office
- Data Entry
- Microsoft Outlook
- Microsoft Word
- QuickBooks
- Office Experience
- Microsoft Excel
- Filing
- Administrative Experience
- Microsoft Outlook Calendar
- Bookkeeping
About Company
Rainbow Railroad helps LGBTQI+ people escape state-sponsored violence. Learn more or request help today.
