Administrative Assistant (Permanent, Part-Time)

Position Description

The Administrative Assistant provides essential administrative and operational support to the Calgary Wildlife Rehabilitation Society (“Calgary Wildlife”). This role supports the day-to-day office operations and ensures timely communication, and effective project advancement. Reporting into the Executive Director the Administrative Assistant also supports the Director of Wildlife Care and Services as coordinated.

Primary Duties and Responsibilities

• Data entry, updating records, and maintaining accurate digital and paper files (including intake and administrative documentation, as applicable).
• Database maintenance and research (donor, volunteer, and/or other organizational databases), including preparing lists and basic reports as requested.
• Monitor and triaging phone, voicemail, and email messages; responding when appropriate and directing inquiries to the correct team member.
• Administrative support to the Executive Director and Director of Wildlife Care and Services as needed.
• Staff and volunteer onboarding assistance, including coordinating orientation sessions, preparing onboarding materials, tracking required documentation, and supporting internal checklists.
• Bookkeeping assistance as assigned, including organizing receipts, supporting invoice processing, basic data entry support, preparing deposits, assisting with annual audit.
• Project-based assistance across the organization (examples may include regulatory reporting support, fundraising administration, social media support, on-site projects, inventory tracking, ordering supplies, and other operational tasks).
• Other duties as required.

Communication

• Maintain open and timely updates to the Executive Director on assigned tasks and priorities.
• Keep up to date with and respond to internal email and messaging communications in a timely manner.
• Contribute to organized record-keeping by documenting updates, follow-ups, and next steps as needed.
• Assist in maintaining positive relations between Calgary Wildlife, its volunteers, the public, and partner organizations by ensuring inquiries are handled professionally and directed appropriately.
• Support clear and welcoming communications with donors, supporters, and members of the public, as assigned.

Qualifications and Competencies

• Certificate in nonprofit administration or administrative assistant an asset.
• Experience in an administrative, office support, or coordination role (experience in a nonprofit environment is an asset).
• Strong computer skills and comfort using modern software and cloud-based tools (e.g., email, calendars, databases/CRMs, spreadsheets, shared drives).
• Excellent organization, attention to detail, and ability to manage multiple priorities.
• Ability to problem solve.
• Clear, professional communication skills (written and verbal) and strong customer service approach.
• Ability to work well independently as well as collaboratively with staff and volunteers.
• Proactive, flexible, and adaptable in a busy, mission-driven environment.
• Research skills are an asset (e.g., database research, donor/sponsor research, policy or regulatory information gathering).
• Grant writing skills are an asset.
• Passion for the charity sector, wildlife and Calgary Wildlife’s mission.

Confidentiality

The Administrative Assistant will handle sensitive information related to staff, volunteers, donors, and organizational operations. Maintaining confidentiality and professionalism at all times is required and a non-disclosure agreement must be signed as well as a police record check.

Compensation

20K-25K commensurate with experience

Posting will remain active until the suitable candidate is found. Due to high volume of applicants, regrettably only those invited to interview will be contacted.

Please send your CV and cover letter to admin@calgarywildlife.org with subject line: Admin Role Application