Job Posting 77963

Administrative Assistant
rare Charitable Research Reserve
Southern Ontario
Cambridge, Ontario
closed 7 days ago (Fri, 26 Nov)
full time

Responsible for ensuring the successful preservation and restoration of 1,200+ acres, rare is located in one of the fastest-growing areas of the country. Its lands provide a natural laboratory for scientific study and research, and for rare’s related research-based educational programs.


Reporting to the Manager Finance, Fundraising and Administration, the Administrative Assistant will work collegially as part of the administrative team and with staff and volunteers to represent rare. The Administrative Assistant will be expected to provide the necessary internal support for executive and program staff to make sure they can implement their work to their best abilities. Specifically, this position is responsible for:

  • supporting all financial aspects of the organization and maintaining detailed financial records, overseen by the Manager Finance, Fundraising and Administration;
  • assisting with administrative matters and supportive tasks; and
  • administering the education program schedule and supporting the Every Child Outdoors (ECO) program.

This position requires flexibility, reliability, organization skills, effective time management and keen attention to detail to help rare meet major planning and campaign goals and our high accountability and transparency standards.


The position works in close collaboration with the Manager Finance, Fundraising and Administration, the Administrative Coordinator, and the Executive Director (ED).



  • Complete basic bookkeeping functions in Quickbooks, and maintain the financial records of the organization, including payable and receivable invoices.
  • Process incoming donations and payments as well as download deposit and donation reports.
  • Collect and process mail items for the organization and assist with the preparation and mailing of various documents, annual mailings, and tax receipts.
  • Complete bank deposits, organizational errands and purchases, and coordinate cheque payments with designated board member.
  • Assist in the creation of financial reports, under the supervision of the Manager Finance, Fundraising and Administration.
  • Assist executive with administrative duties related to general management, preparing formal correspondence, policy reviews and updates, travel reimbursement, and HR functions such as leave tracking and quarterly leave statements.
  • Organize schedules for ED and education team, particularly school programs, as well as provide administrative support for the ECO program.
  • Support staff to achieve the goals of the internal Anti-Racism and Equity Task Force.
  • Assist with building and facility issues, such as arranging for technical support or maintenance for accounts, and act as the contact for these accounts.
  • Work together with the Administrative Coordinator to ensure reception coverage, address public inquiries, and order necessary items to ensure an effective office environment for staff and visitors.
  • Work collaboratively with the Administrative Coordinator to assist and support staff with volunteer management.
  • Assist with the maintenance of the contact databases of sponsors, donors, suppliers, directors, volunteers, and other stakeholders.
  • Provide general administrative support ranging from filing to meeting minute taking and administrative support of major capital and other projects.
  • Support, set-up, organize, and attend rare meetings and events.
  • Provide team coverage for workload continuity during other staff members’ leave.




  • Background in office administration, business, finance, or related field, preferably demonstrated through successful work experience or Executive Assistant/Bookkeeping/Office Administration degree/certificate.
  • Experience with accounting databases, preferably Quickbooks, and a financial background, considered an asset.
  • Strong organizational skills, self-motivated, and great attention to detail.
  • Excellent written and verbal communication skills, including experience in writing formal correspondence, and experience with working with the public.
  • Excellent interpersonal skills, including diplomacy, tact, and teamwork.
  • A team player willing to work collaboratively as part of the administrative team to get projects and tasks completed.
  • Ability to prioritize time, work, and projects efficiently.
  • Advanced computer skills including Microsoft Office skills (Word, Excel, PowerPoint).
  • An understanding of and commitment to confidentiality including demonstrated ability handling sensitive confidential information in all formats.
  • Ability to set-up for meetings and events across various indoor and outdoor venues.
  • A valid driver’s licence.
  • Access to a vehicle, considered an asset.


Tentative Start Date: January 10, 2022

APPLICATION DEADLINE: Friday, December 3, 2021


As part of our commitment to racial justice, reconciliation and equity building, we welcome individuals from marginalized communities including Black people, Indigenous people, people of colour, LGBTQI2S+ and self-identifying women candidates to apply for this position. We encourage people with disabilities to apply. Accommodations are available upon request for candidates taking part in all aspects of the selection process.


We are dedicated to removing bias from our hiring process. For this reason, we have implemented an anonymous review component in our recruitment process. What does this mean? We will be removing your name, address and e-mail address from your application/resume prior to it being reviewed by the hiring manager, during the first stage of the recruitment process. If you are selected for an interview, this information will become available to the hiring manager only at that time.

Please Note: 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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