Job Posting 104063

National Administrative Assistant
Canadian Parks and Wilderness Society
Ottawa area
600-100 Gloucester St. Ottawa, ON
closes in 11 days (Mon, 18 Nov)
full time - temporary / contract  •  $45,000-$50,000 per annum, according to experience

POSITION TYPE: Full time - one year contract with the option to extend.

LOCATION: CPAWS National Office, Ottawa, Ontario. Option of working one day/week from home.

LANGUAGE: Bilingual – English/French

SALARY: $45,000 - $50,000 per annum, based on experience

POSTING DATE: October, 2024

START DATE: As soon as possible.

About the Organization

Canadian Parks and Wilderness (www.cpaws.org) is a national charitable organization with 13 chapters across Canada, almost 100 staff, and hundreds of volunteers who have helped to protect over half a million square kilometers of Canada’s public land and water, since 1963.

Our conservation vision is to protect at least half of Canada’s public land and water in a framework of reconciliation – for the benefit of both wildlife and humans.

CPAWS is based on the unceded and unsurrendered lands of the Anishinabe Algonquin Nation and works in both unceded and treaty lands of First Nations, Métis and Inuit throughout the country known as Canada.

CPAWS is committed to operating in a way that upholds justice, equity, diversity, and inclusion (JEDI). We are also working to ensure our office is an inclusive and safe place for people from diverse backgrounds.

About the Role

CPAWS National Office is hiring a National Administrative Assistant to join our Operations team. Reporting to the National Operations Manager, the successful candidate will play a key role in supporting daily operations, working closely with all departments at the CPAWS National Office, the board of Trustees as well as our regional chapters.  

This role offers an excellent opportunity for early-career administrative professionals to gain office management experience with one of Canada's leading environmental charities. If you are an enthusiastic collaborator who is detail-oriented, has administrative and strong organizational skills, and is passionate about nature conservation, we'd love to hear from you!

We value each employee’s creativity and innovation and offer a collegial work environment, professional development opportunities, and a generous benefits package.

Responsibilities

1)     Support the National Office Operations (70%):

-        Filing management (physical and online).

-        Managing general phone line and email address.

-        Coordinating travel arrangements for National Office Staff.

-        Coordinating shipments from the National Office to staff and partners.

-        Managing stationery and office supplies for National Office.

-        Updates of distribution list and directories from chapters and staff across Canada minimum twice a year.

-        Inventory management of publications, in coordination with Communications team.

-        Support Operations Manager with general office maintenance and supplies.

-        Processing and prioritization of incoming mail.

-        Mailing out tax receipts and other fundraising materials to donors.

-        Data entry and donor profile management in the fundraising database during peak periods.

2)     Support on National Board of Trustees and Executive Directors meetings (5%):

-        Support coordination and logistics for Board of Trustees, Chapter network, and staff meetings.

-        Support scheduling of meetings and distribution of minutes to the Board of Trustees and Board committees.

3)     Support of National Office teams (20%):

-        Scheduling and logistic support.

-        Meeting minutes (weekly and monthly).

4)     Support to the National Executive Director (5%):

-        To provide assistance to National Executive Director: agenda management, travel arrangements, and corporate credit card reconciliation.

-        Support NED and Operations Manager in the administrative coordination of Strathmere group meetings and events.

 

Accountability and Authority

The National Administrative Assistant will work from the CPAWS National Office in Ottawa, and report to the National Operations Manager.  They will work closely with the other teams at our national office, while supporting CPAWS chapter staff and members of the National Board of Trustees across the country.

All staff are accountable through the staff structure to the National Executive Director for the planning and delivery of programs and services for which they are responsible. The National Executive Director is responsible for staff management and development, and the effectiveness of programs and services within the priorities and budgets approved by the Board.

The Human Resources Policy guides the National Executive Director in the day-to-day management of the organization. All CPAWS staff will ensure they have read, understand, and adhere to the policy manual.

Qualifications & Expectations

Essential Assets

•        Bilingual in English/French.

•        Passionate about protecting nature in Canada and will have some knowledge of Canada’s commitment to reconciliation with First Nations, Inuit, and Métis peoples in Canada.

  • At least one year of administrative experience (trainee and volunteering experience will be considered).
  • Technical skills in MS Office 365 (Excel, Word, and Teams) and Zoom.
  • Exceptionally organized with excellent attention to detail and high accuracy.
  • Customer service oriented.
  • An Inclusive, collegial, and collaborative work ethic with strong teamwork skills.
  • Ability and willingness to adapt to changing priorities and deadlines.

Nice to Have

  • Experience working or volunteering in the non-profit/ charitable sector.
  • Secondary degree or diploma in Administration, Business, or a related field.
  • Experience working with CRMs or database platforms.

 

 

Application Submission and Hiring Process

CPAWS is committed to a workforce that reflects the diversity of the populations we serve. We encourage applications from all qualified individuals, including applicants from all cultures, racialized communities, abilities, diverse sexual and gender identities, and others who may contribute to equitable representation and diversity of perspectives and ideas. We are committed to a selection process and work environment that is inclusive and barrier-free. Please contact us if you should require additional support at any stage of the recruitment process at 

To apply, send a cover letter and resume saved into a single PDF with the file name LAST NAME Administrative Assistant and send by email to 

We thank all candidates for their interest in the position. Only candidates selected for an interview will be contacted. Applications will be accepted on a rolling basis, as we are looking to fill this position quickly. We expect to have two round of interviews and that interviews will last up to one hour. They may take place in person, or over Zoom, dependent on the needs of the candidate. We commit to contacting all candidates who we interview within two weeks of the interview date.

Please Note: WorkInNonProfits.ca is not affiliated with and in no way endorses or vets the organization that posted this job. Any links posted within the job will take you to their external site where the same disclaimer applies.

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