Overview
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, Fundraising at Toronto Humane Society is a key player in bolstering the department’s strategic initiatives and daily operations. This role is multifaceted, involving support for the Director’s schedule, project coordination, report preparation, and active participation in fundraising and engagement activities. Central to this position is the ability to ensure effective communication and operational efficiency, both internally within the department and externally with stakeholders. The Administrative Assistant is tasked with organizing and maintaining a comprehensive filing system, managing documents efficiently, and capturing detailed notes during meetings. 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.
Further, the Administrative Assistant plays a crucial role in aiding the Director and team with fundraising, engagement, and acquisition efforts. This includes providing administrative support for fundraising campaigns, organizing events, and ensuring seamless execution of these initiatives. A key responsibility also involves liaising and managing interactions with external contractors, necessitating strong communication skills and the ability to develop positive working relationships to ensure alignment with the organization’s goals. The role demands proactivity, with a focus on anticipating and efficiently responding to the needs of the Director 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.
Main Duties/Responsibilities:
Project Management and Reporting
· Manage and contribute to departmental projects, ensuring timely completion and goal alignment.
· Prepare and assist in the development of reports and presentations, offering insights and analysis.
Fundraising and Engagement Support
· Aid in the organization and coordination of fundraising events and engagement initiatives (team days, bequests etc.)
· Provide administrative support for appeals and promotional activities to bolster fundraising efforts.
Administrative Support
· Assist with calendar management, and meeting scheduling.
· Maintain an organized and efficient filing system for the director and the department.
· Accurately record meeting minutes and ensure timely follow-up on action items.
· Provide support for after-hours meetings as required.
· Facilitate interactions with external contractors, ensuring effective communication and project alignment.
General
· Assist in tracking departmental attendance, budgets and expenses.
· Ensure adherence to organizational policies and procedures within the department.
· Foster, promote, support and drive inclusion and influence others to promote, embrace and progress Diversity, Equity & Inclusion at Toronto Humane Society.
· Liaise among management and other stakeholders to ensure that goals are achieved, processes are improved, and resolutions provided to problems.
· Foster an environment of teamwork and cooperation.
· Cooperate with other staff members to ensure efficiency of care and support for donors.
· Attend and participate in workshops, seminars, and in-service training to further personal education, skills, and training as required.
· Present a positive and professional image of the organization when interacting with donors, employees, clients/customers, visitors, and other external stakeholders.
· Maintain a high level of confidentiality in all interactions.
· Work in compliance with the provisions of the Ontario Health and Safety Act 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, preferably in a non-profit, fundraising or marketing environment.
· Or an equivalent combination of education and experience sufficient to successfully perform the essentials duties of the role.
· Advanced proficiency in the Microsoft Office Suite and experience with database management.
· Strong organizational, project management and time management skills with the ability to prioritize and manage conflicting demands.
· Excellent communication skills, both written and verbal.
· Demonstrated ability to multitask, prioritize workloads, and work independently or as part of a team.
· Experience handling confidential information.
· Adaptability to new challenges and changing environments.
· Meticulous records maintenance skills and strong understanding of data integrity.
Work Conditions
· Interaction with donors, employees, management, and the public at large, under varying circumstances, including situations of a highly sensitive nature.
· Flexible hours, including nights, weekends, and holidays.
· May be required to work long hours.
· High levels of stress and pressure.
· Hybrid work environment available
· Travel required to and from donor meetings.
· 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.
This position is non-union.
· To apply, go to: Careers (torontohumanesociety.com)
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.
