Administration – Administrative Assistant | Full Time

at  Winnipeg Humane Society

Position Title: Administrative Assistant
Department: Administration
Reports to: Chief Administrative Officer (CAO)
Hours: Monday to Friday (8:30am-4:30pm) – 40 hours per week
Classification: Non-Union
Salary Range: $19.23/hr-$24.03/hr
Start Date: ASAP
Posting End Date: February 7, 2025

POSITION SUMMARY:

The Administrative Assistant is responsible for providing overall administrative and
reception support for the organization, executive team, and board of directors. This
position is the first point of contact and welcoming face of the shelter for many clients,
staff, and volunteers. As such, it is paramount that the incumbent keeps the mission of the
Winnipeg Humane Society at the forefront of performing their job duties, representing the
Society both inside and outside the shelter environment. This position adds value to the
Society by providing excellent service, representing the Winnipeg Humane Society with
integrity, and providing an exemplary service to all departments, staff, and public. This
position is primarily performed in the office with limited ability for remote work and
frequently travels short distances within the city. A class 5 drivers’ licence is required.
Monthly after-hours board meeting attendance is also required.

WHO WE ARE:

• One of the oldest registered non-profit charities in Manitoba funded primarily by

donations and events

• An innovative community service organisation committed to protecting animals

from suffering

• A team of generous partners, donors, hardworking volunteers and committed staff

united in the belief that every animal deserves dignity and love

• One of the largest and most recognised animal shelter and welfare organizations in

Canada

• Always growing, changing and adapting to meet the expectation of the community

and the needs of Winnipeg’s animal populations.

ABILITIES, SKILLS & KNOWLEDGE:

• Strong client service attitude
• Ability to maintain the strictest confidentiality on all matters pertaining to the

Society

• Demonstrate reliability, integrity, and diligence in the position
• Ability to meet deadlines and adapt to changing priorities
• Strong attention to detail and commitment to accuracy and efficiency
• Ability to communicate professionally and respectively with staff, volunteers, and

clients in all circumstances, whether by telephone, email, or in person

• Ability to work in a team environment, modifying interpersonal style and behaviour

to work effectively with others

• Ability to work independently, following detailed procedures
• Strong decision-making ability, using good judgement
• Demonstrate and maintain professionalism in all aspects of work

EDUCATION, TRAINING & KNOWLEDGE:

The following are mandatory qualifications for this role:

• Minimum three years experience in a related position
• Excellent customer service and interpersonal skills
• Demonstrated responsibility and maturity
• Strong knowledge of office procedures and practices
• Demonstrated commitment to confidentiality and the handling of sensitive

information

• Extensive computer literacy and proficiency with Microsoft Office Suite (MS Word,

Excel, and Outlook) with the ability to train and coach others in these applications

• Valid driver’s license and reliable access to a vehicle
• Ability to work a standard work-week schedule
• Monthly after hour Board meeting attendance is required

The following qualifications are desired and would be considered assets:

• Completion of a recognized administrative, secretarial, or business office training

program considered an asset

• Previous experience working in a non-profit environment
• Board of Directors management

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The position is subject to a Criminal Record Check Including Vulnerable Sector
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Forward your resume and cover letter to:
Attention: Melissa Rogers
melissar@winnipeghumanesociety.ca

DUTIES AND RESPONSIBILITIES:

• Represent the Society both inside and outside the shelter environment
• Reception duties including greeting the public in person and on phones, screening

all inbound calls, emails, and visitors to the office

• Provide excellent customer service, handling internal/external inquiries from

clients, donors, staff, volunteers, and the public

• Daily opening and closing duties in Administration office including cleaning work

areas, monitoring equipment and securing the area

• Prepare and process all incoming/outgoing mail, email, courier, and faxes
• Provide coverage for Donor Relations as needed
• Provide direct administrative support to the CEO and Executive team as directed.

Tasks may include managing excel sheets, preparing draft reports and

correspondences, coordinating meetings, and recording/transcribing minutes

• Provide administrative support to the board of directors, as directed
• Provide direct administrative support to all departments, as directed by the CAO
• Review documents and reports for format, content, grammar, and spelling
• Coordinate and maintain calendars, room bookings
• Book travel arrangements
• Point person for online purchases
• Administer monthly bus passes
• Prepare and deliver bank deposits as needed
• Maintaining paper and computerized filing systems
• Maintaining/troubleshooting office equipment throughout the shelter and liaising

with vendors as required

• Order, purchase and distribute office supplies, lunchroom supplies, and event food

and beverages as required

• Coordinate and work at events, including but not limited to the annual general

meeting, staff meetings, recognition, and fundraising events

• Coordinate staff and volunteer appreciation initiatives
• Assist HR in coordinating internal and external training sessions
• Assist with various HR functions including onboarding, offboarding, training, and

building accesses

• Attend training sessions as required
• Other duties as reasonably assigned

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ACCOUNTABILITY:

Directly accountable to the Chief Administrative Officer for the performance of all assigned
duties and responsibilities.

The following are mandatory qualifications for this role:

• Minimum three years experience in a related position
• Excellent customer service and interpersonal skills
• Demonstrated responsibility and maturity
• Strong knowledge of office procedures and practices
• Demonstrated commitment to confidentiality and the handling of sensitiv