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.

About Toronto Wildlife Centre

Toronto Wildlife Centre (TWC) is a registered charity that provides rescue, medical care, and rehabilitation to sick, injured, and orphaned native wildlife, as well as public education about wildlife issues.

TWC is the busiest wildlife centre in Canada, admitting approximately 6,000 patients annually across more than 300 species of birds, mammals, reptiles, and amphibians.

For more information, please visit: www.torontowildlifecentre.com

Position 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.

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.

Qualifications

Education

• Minimum high school diploma or equivalent.

• Post-secondary education in administration, business, or a related field.

Experience

• Minimum three (3) years 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.

Core Competencies

Communication – Communicates clearly and professionally with colleagues, volunteers, and external contacts. Prepares accurate correspondence, reports, and documentation.

Collaboration – Works cooperatively with team members and contributes positively to team goals.

Organization & Time Management – Manages workload efficiently, prioritizes tasks effectively, and maintains organized documentation.

Problem Solving – Identifies issues in routine tasks and resolves them independently while escalating complex issues appropriately.

Adaptability – Responds effectively to changing priorities, deadlines, and operational needs.

Accountability – Takes ownership of assigned work and ensures tasks are completed accurately and on time.

Mission Alignment – 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.