Job Title: Administrative Assistant and Support Secretary (Volunteer)

Location: Brampton, Ontario, Canada

Department: Administration

Reports To: Secretary and Admin Officer

Type: Volunteer (Part-time/Full-time)

Organization: Nous nous soucions de l'international

 

Job Overview:

 

We Care International is a dedicated nonprofit charitable organization committed to improving the lives of vulnerable communities through impactful programs and initiatives. We seek a highly organized and detail-oriented volunteer Administrative Assistant and Support Secretary to provide essential administrative support to the Secretary and the broader team. This voluntary position offers a unique opportunity to contribute to meaningful causes while gaining valuable experience in nonprofit administration.

 

Key Responsibilities:

 

  1. Administrative Support:
  • Provide comprehensive administrative support to the Secretary, Admin Officer, Departments, Members and other senior staff.
  • Manage correspondence, including emails, phone calls, and mail, ensuring timely responses and follow-ups.
  • Prepare, proofread, and edit documents, reports, and presentations.

 

  1. Scheduling and Coordination:
  • Maintain and manage calendars for the Secretary, Administrative Officer, departments, and other key members and staff, scheduling meetings, appointments, and events.
  • Coordinate and organize meetings, including preparing agendas, taking minutes, and following up on action items.
  • Assist in planning and executing organizational events, workshops, and conferences.

 

  1. Document Management:
  • Maintaining accurate and organized records, files, and databases, ensuring easy retrieval of information.
  • Ensure compliance with document retention policies and procedures.
  • Assist in preparing and distributing internal and external communications, such as memos, newsletters, and reports.

 

  1. Office Management:
  • Oversee the office’s day-to-day operations, ensuring a clean, organized, and efficient work environment.
  • Manage office supplies and inventory, placing orders and coordinating with vendors.
  • Ensure the proper functioning of office equipment and coordinate maintenance and repairs.

 

  1. Financial Administration:
  • Assist with basic financial tasks, such as processing invoices, expense reports, and reimbursements.
  • Maintain accurate records of financial transactions and support the finance team as needed.
  • Ensure compliance with organizational financial policies and procedures.

 

  1. Travel and Logistics:
  • Coordinate travel arrangements for staff, including booking flights, accommodations, and transportation.
  • Prepare travel itineraries and ensure all travel-related documents are in order.
  • Assist with logistical arrangements for field visits and project-related travel.

 

  1. Communication and Liaison:
  • Serve as a point of contact for internal and external stakeholders, handling inquiries and providing information as needed.
  • Facilitate effective communication between staff, management, and external partners.
  • Assist in preparing and disseminating newsletters, press releases, and other communications materials.

 

  1. Support to the CEO and Board of Directors:
  • Provide administrative support to the CEO and Board of Directors, including scheduling meetings, preparing meeting materials, and taking minutes as necessary. Assist with the coordination of board-related activities and communications.

 

  1. Project Support:
  • Assist with the coordination and implementation of projects and programs as needed.
  • Provide administrative support to project teams, including scheduling meetings, preparing documents, and tracking progress.

 

  1. Training and Capacity Building:
  • Participate in training and development opportunities to enhance administrative skills and knowledge.
  • Support the promotion of administrative best practices within the organization.

 

  1. Other Duties:
  • Perform other administrative tasks and special projects as the Secretary Admin Officer or Office Manager assigns.
  • Continuously seek to improve administrative processes and procedures to enhance efficiency and effectiveness.

 

  • Note: This job description is intended to convey essential information about the scope and responsibilities of the position and is not an exhaustive list of duties. The Administrative Assistant and Support Secretary (Volunteer) may be required to perform other duties as assigned.

 

Qualifications:

  • High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field is a bonus.
  • Minimum of 2 years of experience in an administrative or secretarial role, preferably within an NGO or charity organization.
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and office management software.
  • Excellent organizational and time management skills.
  • Strong written and verbal communication skills.
  • High level of attention to detail and accuracy.
  • Ability to handle sensitive and confidential information with discretion.
  • Strong interpersonal skills and the ability to work effectively with diverse teams.
  • Ability to multitask and prioritize tasks in a fast-paced environment.
  • Commitment to We Care International’s mission and values.

 

Working Conditions:

 

  • Office-based with occasional travel to project sites as required.
  • Flexible working hours to accommodate volunteer availability.
  • Additional hours may be required during peak periods (event preparations, program, and event executions) or to meet deadlines.

 

Benefits:

  • Gain valuable experience in nonprofit administration and support.
  • Opportunity to contribute to meaningful causes and make a positive impact.
  • Access to training and professional development opportunities.
  • Networking opportunities with professionals in the field.
  • Certificate of appreciation and acknowledgment of volunteer service.

 

Application Process:

Interested candidates should submit their resume, cover letter, and references to Admin@nigeria.wecare-int.org by [Insert Application Deadline]. Please include “Administrative Assistant and Support Secretary (Volunteer) Application – [Your Name]” in the subject line.

We Care International is an equal-opportunity employer and encourages applications from individuals of all backgrounds.

 

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