HR & Office Administrator

About Rainbow Railroad

Rainbow Railroad is an international nonprofit that helps at-risk LGBTQI+ get to safety. Our mission is to provide life-saving support for LGBTQI+ people experiencing discrimination, violence, and persecution based on their sexual orientation, gender identity, or sex characteristics (SOGIESC). We work at the intersection of LGBTQI+ identities and forced displacement as advocates, thought leaders, movement strategists, community organizers, and direct service providers. Since our founding in 2006, we have supported close to 40,000 at-risk LGBTQI+ people globally, built sustainable partnerships with hundreds of organizations and coalitions, and publicly engaged millions of people about the forced displacement crisis affecting the LGBTQI+ community.

Rainbow Railroad is a registered charity in Canada and a 501(c)3 organization in the United States.

About the Position

Rainbow Railroad is seeking a highly organized, reliable, and detail-oriented HR & Office Administrator to keep our Toronto office running smoothly and to support a positive, engaged, and well-functioning workplace.

This role is perfect for someone who takes pride in creating order and supporting others. Whether you’re an emerging HR professional eager to learn and grow, or an experienced administrator who values discretion, confidentiality, and efficiency, you’ll be the friendly face that keeps our office organized, our systems running, and our people connected.

Working closely with the Operations and HR teams, you will handle day-to-day office management, coordinate logistics, support HR administration, and contribute to building staff morale and engagement. This is an on-site role at our downtown Toronto office.

Key Responsibilities

Office Administration

• Manage day-to-day operations of Rainbow Railroad’s Toronto office, ensuring a welcoming, well-organized, and efficient environment
• Serve as the first point of contact for staff, visitors, and external inquiries (including monitoring our info@ inbox), responding promptly and professionally
• Maintain office supplies, systems, and equipment; liaise with vendors for maintenance, custodial, and catering
• Support scheduling, travel coordination, and logistics for staff and leadership, including meetings, retreats, and special events.
• Coordinate staff gatherings, celebrations, and team-building moments that foster a positive and inclusive workplace culture.
• Track and process invoices, expenses, and purchase orders in accordance with established financial procedures.
• Maintain the Administrative Manual and help refine internal office systems and policies for efficiency and clarity.
• Provide administrative support to the Director, HR and Admin, the Director of Operations, and CEO as needed.

Human Resources Administration

• Serve as the primary contact for general HR-related inquiries, maintaining confidentiality and discretion at all times.
• Support recruitment processes by scheduling interviews, preparing onboarding materials, and coordinating new hire orientation.
• Maintain and update HR records, contracts, and staff files with accuracy and attention to detail.
• Support the administration of benefits, leaves, and performance review cycles.
• Help organize staff training, engagement initiatives, and recognition activities to strengthen morale and organizational culture.
• Ensure HR and office policies are followed consistently and communicated clearly across the organization.

Qualifications & Attributes

• Post-secondary education in Human Resources, Business Administration, or a related field or equivalent experience in office administration.
• 2-5 years of relevant experience preferred, ideally in a non-profit or mission-driven environment.
• Exceptional organizational and time management skills; able to manage multiple priorities calmly and effectively.
• Strong interpersonal and communication skills with a professional, approachable demeanor.
• Proven ability to handle sensitive information with tact, discretion, and confidentiality.
• Proficiency with Microsoft Office, Google Workspace, and HR information systems (experience with CollageHR or similar is an asset).
• A team player who brings enthusiasm, initiative, and a solutions-oriented attitude to everyday tasks.
• Commitment to the mission and values of Rainbow Railroad and to fostering an inclusive, supportive workplace.

Application Deadline – November 14, 2025

Length of Contract – Full-Time, Permanent

Hiring Salary – $60,000 plus benefits

Application Process - Please submit your application through the portal link here: https://secure.collage.co/jobs/rainbowrailroad/57130

Rainbow Railroad is dedicated to building an organization that reflects the diversity of the communities we serve. This includes diversity in languages spoken, culture, race, sexual orientation, and gender identity. Requests for accommodation due to disability can be made at any stage in the recruitment process. Please email hire@rainbowrailroad.org for inquiries.

We thank all applicants for their interest in this position, however we will only be contacting those selected for next steps.