The Society is currently looking for a full-time Office Administrator to commence September 2021 for a temporary maternity leave position of 1 year.

The Office Administrator (OA) is responsible for the day-to-day operations of the Society’s head-office.  This includes organizing, coordinating, and undertaking office operations and procedures for organizational effectiveness. The OA identifies and recommends administrative operations that can assist the Society in achieving its objectives. The OA reports to, and is supervised by, the Society’s President.

In addition to the above, the Office Administrator has the following tasks or duties:

Office Administration

  • Plan and execute office operations in accordance with the Society’s by-laws and policies
  • Ensure professional office practices are followed in the management of effective and efficient day-to-day office operations
  • Back-up other staff/volunteers as needed
  • Administer maintenance and service contracts for office equipment and systems
  • Create, implement, and maintain an administrative filing system, including electronic files
  • Prepare, respond to, and file correspondence on behalf of the office
  • Coordinate and ensure all reporting requirements are complete and on time

Information and Communications

  • Support the Society in presentations to current and future stakeholders
  • Support the Board in their work to increase and strengthen relationships
  • Provide membership liaison and supervision of membership records
  • Maintain and keep all promotional information and website current
  • Serve as a key point of contact for all inquiries re: the Society’s mandate and activities

Assistance to the Society Board

  • Provide administrative support to all Board Committees including the Thrift Store, Fundraising, and Education
  • Provide support to the Thrift Store manager as needed
  • Attend regular and special Board meetings of the Society
  • Assist with planning the AGM

Finance and Budgets

  • Assist the Treasurer with the annual budget development
  • Ensure prompt billing for all revenues and deposits of all cash receipts
  • Ensure payments for all invoices and commitments
  • Ensure preparation of timely financial records
  • Ensure that the operations of the Society are within the Board approved budget

Other Duties as Assigned

Essential skills:

  • Computer competence including WordPress, Office 365 and desktop publishing
  • Strong communicator with English competence and inter-personal strengths
  • Ability to liaise effectively with a range of stakeholders
  • Organizational skills
  • Time management expertise; priority outcomes focused

Posted: June 1, 2021