Office Administrator – Vancouver office

WWF

Position Description
 
The Office Administrator reports to the Director, IT in effectively managing the Vancouver office operations. The Office Administrator also contributes to the achievement of WWF-Canada’s conservation objectives, where possible and as appropriate, by providing administrative and logistics expertise to Senior Conservation Staff.

The Office Administrator ensures the smooth operation and professional appearance of WWF-Canada’s Vancouver office, and performs a variety of standard and occasionally complex administrative duties to support the ongoing management and implementation of projects and small events.

The Office Administrator is a member of the national administrative group, which works together to provide high quality and timely support to the work of the organization. This role has detailed knowledge of the organization and its programs and policies, and provides essential linkage between geographically disbursed program administration, fundraising, communications and business operations areas.
 
Key Responsibilities
 
Office Services

  • Serve as primary receptionist; answer calls, greet and assist visitors, and distribute mail and packages.
  • Maintain the professional appearance and functionality of common spaces by ensuring general tidiness, upkeep, appropriate storage of supplies and other materials, and coordinating placement of furniture and equipment in accordance with the space plan.
  • Liaise with building staff and service vendors for maintenance or repair of premises and office equipment.
  • Organize and store documents, information and invoices in accordance with established policies, systems and routines, and coordinate off-site records storage
  • Purchase and stock office and kitchen supplies; liaise with Administration personnel for the purchase of equipment and furniture.
  • Assist with staff and volunteer onboarding process by reviewing office procedures and providing the tools and local information that local staff and volunteers require in daily activity (e.g. building access or security information).
  • Carry out limited IT liaison, coordination and administrative tasks in cooperation with IT personnel.
  • Manage petty cash.
  • Document and refine office procedures as needed.

 
Program Assistance

  • Assist with planning and implementation of workshops, meetings, and small events; source vendors and suppliers; organize catering and participant travel.
  • Regularly coordinate own activity with national conservation program administrative staff and communicate with staff in all other business areas; may be required to communicate with important donors, partners, and stakeholders.
  • Assist with gathering preliminary data and information for budget preparation and support the preparation of expenditure reports for funders and internal purposes.
  • Prepare PowerPoint presentations for others; coordinate preparation of itineraries and materials for meetings and workshops.
  • Ensure timely processing and appropriate distribution of project information and time-sensitive documents, such as reports, invoices, and contractor communications.

 
What We Are Looking For:

  • Bachelor’s degree or equivalent work experience.
  • 2 years minimum administrative experience.
  • Demonstrated ability to effectively coordinate small events and projects.
  • Energetic, proactive, helpful, can-do attitude.
  • Flexibility to adjust to dynamic work environment.
  • Excellent verbal and written communication skills.
  • Excellent organizational skills with the ability to work independently and interdependently as required.
  • High degree of proficiency in the use of Microsoft Office programs.
  • Be passionately committed to the mission and objectives of WWF-Canada and to its success in accomplishing these.

 
Other Information
 
This position has a flexible schedule of 22.5 hours per week (equivalent to 3 days per week) and is based in our Vancouver office. The successful candidate, will be able to plan their work schedule with the Director, IT.
 
 
How to apply: 
 
If you are interested in applying for this exciting opportunity, you may submit your application:
 
Online
 
https://home.eease.com/recruit/?id=14952911 Please submit your cover letter and resume as one document. 
 
OR
 
Direct Mail
 
Attn: Human Resources Department
245 Eglinton Ave. Suite 410
Toronto, ON
M4P 3J1
 
If you are submitting an application via direct mail, please include your answers to the following questions:

  1. Are you legally eligible to work in Canada?
  2. This role is based out of our Vancouver office.  Is there anything that would prevent you from working out of our Vancouver office?
  3. What are your salary expectations?
  4. How flexible are you salary expectations?
  5. When are you available to start?
     

Deadline to Apply:  Please ensure that your application is receiving on or before Friday, November 20, 2015; 5:00pm (EST). 
 
Commitment to Diversity and Accessibility: 
 
WWF-Canada is an equal opportunity employer. We welcome diversity in the workplace and encourage applications from all qualified candidates including women, members of visible minorities, persons with disabilities, and aboriginal peoples.
 
WWF-Canada is also committed to developing inclusive, barrier-free selection processes and work environments. If contacted in relation to a job opportunity, please advise the Human Resources Representative in a timely fashion of any accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.
 
We thank all applicants for their interest in joining WWF-Canada.  Given the volume of applications received, we request that you do not follow up your application with a phone call.  We will contact only those candidates selected for interviews and thank you for your understanding.