Administrative Assistant, Animal Sheltering and Strategic Initiatives

at  Toronto Humane Society

Our Vision: To be a leader in animal welfare, working for a compassionate society where all animals are respected and valued.
Our Mission: To Improve the Lives of Animals.
Job Summary
The Administrative Assistant role provides comprehensive administrative support to both the Animal Sheltering and Strategic Initiatives and Mission Advancement departments at Toronto Humane Society. This position will work under the direction of the Director, Animal Sheltering and Director, Strategic Initiatives and Mission Advancement.
The Administrative Assistant will play a role in bolstering the organization’s daily operations and strategic initiatives as they relate to Animal Sheltering and Mission Advancement. This role is multifaceted, involving variety of functions including document control/management, review and analysis, preparation of information, and coordination of meeting activities. Additionally, project management forms a significant part of this role, requiring the Administrative Assistant to not only provide support but also lead certain initiatives, ensuring they align with the department’s objectives and are completed successfully without compromising on quality.
The role demands proactivity, with a focus on anticipating and efficiently responding to the needs of the Directors and the department. Paramount in this position is the ability to handle sensitive information with utmost discretion and confidentiality, upholding the integrity and values of Toronto Humane Society.
Job Duties

Project Management and Reporting

• Support the Director of Animal Sheltering with projects related to animal care and shelter medicine.
• Provide support for special projects and initiatives led by the Director of Strategic Initiatives and Mission Advancement, including research, data collection, and analysis.
• Manage and contribute to projects, ensuring timely completion and goal alignment.
• Prepare and assist in the development of reports and presentations, offering insights and analysis.
• Ongoing monitoring and controlling of project documents such as risk registers, project schedules and budgets.

Administrative Support

• Assist with daily administrative tasks, including calendar management and meeting scheduling.
• Maintain an organized and efficient filing system for electronic and paper documents for both directors and departments.
• Schedule and coordinate meetings, including preparing agendas, accurately recording meeting minutes, and ensuring timely follow-up on action items.
• Provide support for after-hours meetings as required.
• Prepare and edit correspondence, communications, presentations, and other documents as needed.
• Handle incoming calls, emails, and inquiries, directing them to the appropriate person or department.
• Ensure adherence to organizational policies and procedures within the department.
• Liaise among management and other stakeholders to ensure that goals are achieved, processes are improved, and resolutions are provided to problems.

Financial Administration

• Assist in tracking departmental attendance, budgets and expenses.
• Process invoices, reimbursements, and other financial documents in accordance with organizational policies.

General

• Foster an environment of teamwork and cooperation.
• Maintain a high level of confidentiality in all interactions.
• Present a positive and professional image of the organization when interacting with volunteers, employees, clients/customers, visitors, and other external stakeholders.
• Foster, promote, support and drive inclusion, and influence others to promote, embrace and progress Diversity, Equity & Inclusion at Toronto Humane Society.
• Place animal welfare first and foremost in daily tasks and work as an integral member of Toronto Humane Society team committed to achieving our organizational mission.
• Attend and participate in workshops, seminars, and training to further education, skills, and training.
• Work in compliance with the provisions of the OHSA and its regulations including understanding and adhering to the requirements of the Health and Safety Manual and any other rules and regulations established by Toronto Humane Society
• Other duties as required in the day-to-day operation of the organization.

Qualifications/Requirements

• Post secondary education in Business Administration, Office Management, or a related field.
• At least 2 years of experience in an administrative role or project management, preferably in a non-profit environment.
• Or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the role.
• Advanced proficiency in Microsoft Office programs (including Word, Excel, and Outlook) and experience with data management.
• Knowledge and/or experience with project management, business analysis and/or non-profit governance an asset.
• Understanding of animal behaviour, welfare, and sheltering industry.
• Strong organization, project management and time management skills.
• Demonstrated ability to multitask, prioritize workloads, and work independently or as part of a team.
• Discretion in handling confidential information.
• Adaptability to new challenges and changing environments.
• Meticulous records maintenance skills and strong understanding of data integrity.
• Excellent written and verbal communication skills.

Work Conditions

• Interaction with employees, management, and the public at large, under varying circumstances, including situations of a highly sensitive nature.
• Flexible hours, including evenings and weekends.
• May be required to work long hours.
• High levels of stress and pressure
• Hybrid work environment available
• Operation of computer, phone, and peripherals
• Extended periods of sitting
• May involve the lifting, carrying, pushing, and/or pulling of heavy to moderately heavy objects and materials.
• Performance of essential functions may require exposure to adverse environmental conditions, such as dirt, dust, odors, wetness, noise extremes, hazardous materials, toxic agents, animal/wildlife attacks, animal bites, disease, pathogenic substances, or rude/irate customers.

Candidate Potential
At Toronto Humane Society, we value diverse perspectives and recognize that a great candidate may not check every box. If you’re passionate about animal welfare and believe you have the potential to excel in this role, we encourage you to apply, even if you may not meet every listed qualification. You just might be the right candidate for this or other roles. We are committed to providing a supportive environment for professional growth and development.
Commitment to Diversity, Equity, & Inclusion
Toronto Humane Society is committed to building and sustaining a diverse and equitable workplace where people’s unique backgrounds, experiences, and perspectives are valued, respected, and welcome. We recognize that a diverse and empowered workforce helps us better serve our animals, clients, and community and contributes to Toronto Humane Society’s overall growth and success. Therefore, we strongly encourage qualified applications from underrepresented and equity-deserving groups within the animal welfare sector, including Indigenous, Black, racialized, immigrant, 2S/LGBTQ+, and people with disabilities.
Accommodation Needs
Requests for accommodation can be made at any stage of the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.
Use of AI in Recruitment
To streamline our hiring process, we utilize an applicant tracking system (ATS) to manage and organize applications. While the ATS aids in efficiency, the core evaluation of candidates is carried out by our human resources team. This approach ensures a personalized review that allows us to gain a comprehensive understanding of the applicant’s unique skills and potential.
Next Steps
We thank all applicants for their interest in Toronto Humane Society, however due to the high number of applications we receive, only those selected will be contacted for an interview

Please refer the Job description for details