Your Connection to Wildlife

As one of Canada\xe2\x80\x99s largest not for profit leaders in wildlife conservation, research, and advocacy, we are seeking to fill the position\xe2\x80\xa6

Administrative Assistant, Education Department

Reports to: Director of Education

Fixed-Term until March 31, 2024

Who we are:
The Canadian Wildlife Federation (CWF) is a national not-for-profit charitable organization dedicated to ensuring an appreciation of our natural world and a lasting legacy of healthy wildlife and habitat. By spreading knowledge of human impacts on the environment, developing and delivering educational programs, conducting research, promoting the sustainable use of natural resources, and advocating for effective wildlife policy and regulation, CWF strives for a future in which Canada\xe2\x80\x99s wildlife is conserved for generations to come.

Diversity is a fundamental part of our core values; we create every opportunity to become more inclusive. We encourage applications from qualified candidates from all diverse communities including, but not limited to, Indigenous persons, racially visible persons, people with disabilities, 2SLGBTQ+, and women in non-traditional roles. If you require accommodations during the recruitment process, please notify HR at any time.

Position Overview:
The Administrative Assistant, Department of Education, is responsible for a wide variety of administrative duties in support of the Director of Education and other senior Education Team members. Duties include but are not limited to reception, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. The Administrative Assistant is also required to maintain confidentiality and professionally interact with employees, management, and the public. Special focus in supporting two award-winning youth education programs, WILD Outside, Canadian Conservation Corps, and new Flex program, in addition to CWF\xe2\x80\x99s gardening programs. Other duties shall be assigned as necessary. More details about the programs can be found on our website and social medias: WildOutside.ca @wildoutside.ca and CanadianConservationCorps.ca @conservationcorpscan

Requirements

Post Secondary Diploma in Business Administration, or relevant discipline, required.
5-7 years\xe2\x80\x99 experience in an administrative role preferred.
Strong knowledge of office procedures and practices.
Keen attention to details.
Proficient with Microsoft Outlook Suite (Outlook, Word, Excel, Power Point).
Resourceful and flexible .
Proven organizational and time management skills.
Bilingual (English/French) would be an asset.

Job Duties

Provide direct administrative and office management support to all members of the education team, as directed.
Maintain work schedules and calendars of education management team, particularly the Director of Education.
Assist in the preparation of travel schedules, booking travel arrangements, and making reservations for education team staff.
Working with the Logistics Coordinator, ensure that all Stage 1 supplies are in inventory and support the staff to ensure all materials are shipped in a timely manner for programming.
Working with the Logistics Coordinator, ensure that Canada Service Corps branded materials and other supplies are sent to staff in a timely manner.
Working with the Registrar, ensure that all required certificates and packages are prepared and mailed in a timely manner.
Coordinate logistics of education team programs including meetings, seminars, workshops, special projects, and events.
Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling, and make edits as necessary.
Prepare draft reports, background documentation, and research.
Receive and screen all inbound telephone calls, emails, and visitors for the education team as required.
Refer and/or redirect calls, emails, or visitors as required.
Coordinate office activities.
Troubleshoot and/or escalate office administration issues.
Receive incoming mail.
Review, evaluate, and distribute priority correspondence for education team.
Facilitate communication from other department managers, business unit leaders, and project managers.
Complete expense reports, pay invoices, and other related duties.
Take and transcribe dictation notes.
Prepare and review presentations.
Government grant reporting support.
Other duties shall be assigned as required.

Work Conditions

Manual dexterity required to operate computer and peripherals.
Interacts with employees, various management levels and public at large.
Ability to lift up to 25lbs.
Repetitive work.
Overtime may be required.
Environment can be noisy at times.

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Term

This contract runs until March 31, 2024 with possibility of extension.
Based on 37.5 hours per week, Monday-Friday.
Location: CWF\'s Head Office in Ottawa, ON with work-from-home flexibility two consecutive days per week.
Overtime when required.
Why work with us?
We are a rapidly growing team of forward-thinking individuals who all share a common passion, the Canadian outdoors!
Friendly and casual work environment
Transparency between various levels of management
We are committed to building a more diverse workforce
Work-life balance
Frequent and relevant professional development opportunities related to career and personal growth.
Complimentary enrollment in our Employee and Family Assistance Program.
Opportunity to expand your network of education, conservation, and program experts.

APPLICATION DEADLINE: This position will remain posted until filled.

ANTICIPATED START DATE: April 2023.

HOW TO APPLY: Cover letter and resume should be submitted online. Only the candidates who meet the qualifications and experience for the position will be contacted for an interview. We thank you for your interest in the Canadian Wildlife Federation.

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The Canadian Wildlife Federation embraces diversity and equal opportunity and we welcome applications from qualified candidates from all diverse communities. We are committed to building a team that represents a variety of backgrounds and perspectives. We do not discriminate on the basis of race, ethnic origin, sexual orientation, gender identity, age, disability, religion or any other status or classification protected by law.

Accommodation may be available upon request for candidates taking part in any aspect of the selection process. If you would like to request a specific accommodation because of a disability or a medical need, please advise the Human Resources Department when you are selected to participate in the recruitment process.