Office Manager (Unpaid Volunteer Position)

Office Manager (Unpaid Volunteer Position)

Etobicoke Humane Society (EHS) Reports to: Managing Director, Shared Services

About Us

The Etobicoke Humane Society (EHS) is an independent, no-kill animal shelter in Toronto, Ontario, dedicated to finding permanent homes for dogs and cats. Operated entirely by volunteers, including a volunteer board of directors, EHS is funded solely through donations and fundraising efforts.

EHS is committed to ensuring that no animals are euthanized due to space or adoptability.

Position Summary

The Office Manager (Volunteer) plays a key leadership role in overseeing the day-to-day administrative operations of the shelter. This role is responsible for coordinating office volunteers, optimizing workflows, and ensuring a smooth and professional experience for visitors, adopters, and internal teams.

This is an excellent opportunity for individuals seeking to develop leadership, operations, and people management experience in a mission-driven, non-profit environment.

Key Responsibilities

Operations & Administration

• Oversee daily office operations to ensure smooth and efficient functioning
• Maintain and improve administrative processes, systems, and documentation
• Monitor and manage office supplies, records, and internal resources
• Ensure accurate data entry and record-keeping practices
• Oversee cash donation management and merchandise sales

Volunteer Coordination & Leadership

• Supervise, schedule, and support a team of approximately 25 office volunteers
• Lead onboarding and training for new volunteers
• Provide ongoing guidance, feedback, and performance support
• Ensure adequate staffing coverage across shifts

Communication & Stakeholder Support

• Act as a primary point of contact for office-related inquiries and escalations ensuring a response within 12 hours of receipt

• Ensure high-quality service when interacting with visitors, adopters, and donors
• Coordinate communication between office volunteers and other teams (e.g., animal, HR, fundraising)

Process Improvement & Strategy

• Identify opportunities to improve efficiency and reduce repetitive tasks
• Develop scalable systems (e.g., onboarding materials, training resources, documentation)

• Support leadership/board initiatives related to operations and volunteer engagement

Recruitment & Administration Support

• Assist in screening, interviewing, and onboarding new office volunteers
• Support administrative aspects of volunteer management and retention

Qualifications

• 5+ years of experience in administration, operations, customer service, or a related field
• Previous experience in a leadership, supervisory, or coordination role (volunteer or professional)
• Strong organizational and time management skills, with the ability to manage multiple priorities
• Excellent interpersonal and communication skills
• Ability to work independently and take initiative in a fast-paced environment
• Experience with process improvement, training, or workflow optimization is an asset
• Proficiency in Google Workspace and/or Microsoft Office
• Passion for animal welfare and alignment with EHS values

Time Commitment
• Hybrid role with the ability and willingness to be on site as required
• Approximately 8–10 hours per week (flexible, depending on operational needs)
• Minimum commitment of 12 months preferred

Why Join Us

• Gain hands-on leadership and operations management experience
• Make a meaningful impact in animal welfare
• Work with a passionate and supportive volunteer community
• Opportunity to shape and improve internal systems and processes

How to Apply (Please read carefully before submitting your application)

Please send your application documents in PDF format to: hrcoordinator@etobicokehumanesociety.com

Subject line: Application for Office Manager (Volunteer) | Your Name

Please double-check your email for spelling, grammar, and attachments before sending.

Final selection is subject to successful completion of professional reference checks and a police check.

Diversity Statement

Etobicoke Humane Society (EHS) is committed to fostering an inclusive and accessible environment where employees feel valued and respected, and where every employee has the opportunity to realize their potential. We welcome and encourage applicants who identify as racialized persons, Indigenous persons, persons with disabilities, and persons across the spectrum of sexual orientation and gender identities.

Accessibility Statement

Etobicoke Humane Society (EHS) is committed to creating an inclusive environment where all team members and visitors feel like they belong. We seek applicants with a wide range of abilities and provide an accessible candidate experience. If you require accommodation, please contact hrcoordinator@etobicokehumanesociety.com. All accommodation-related information will be kept confidential.

• Office Manager (Unpaid Volunteer Position)
• About Us
• Position Summary
• Key Responsibilities
• Operations & Administration
• Volunteer Coordination & Leadership
• Communication & Stakeholder Support
• Process Improvement & Strategy
• Recruitment & Administration Support
• Qualifications
• Time Commitment
• Why Join Us
• How to Apply (Please read carefully before submitting your application)
• Diversity Statement
• Accessibility Statement