Position Summary

Reporting to the Director of Human Resources, the Administrative Assistant plays an important role in supporting the Human Resources, Fund Development, Finance, and Leadership teams. This position helps create a well-organized and supportive environment by managing documentation and contributing to clear, thoughtful internal communications that keep teams connected and informed.

The ideal candidate is highly organized, adaptable, and enjoys working collaboratively in a purpose-driven environment. This role requires sound judgment, discretion, and a strong service orientation, along with the ability to manage multiple responsibilities with care and attention to detail. Success in this role comes from anticipating needs, providing proactive support, and helping create an organized and positive workplace experience.

Schedule: Monday to Friday | 37.5 hours per week

Salary: $40,000 to $45,000 annually

Key Responsibilities

Administrative Support (Leadership, Fund Development, and Finance):

- Provide comprehensive administrative support to the Leadership team including correspondence and document preparation.
- Support the Fund Development team with administrative tasks, donor related inquiries, and customer service support as required.
- Review donation processing records for accuracy and follow up on discrepancies as required.
- Assist reception by responding to telephone calls and directing inquiries professionally and efficiently.
- Prepare reports, presentations, forms, and internal documents to support organizational operations.
- Schedule meetings, prepare agendas, take detailed minutes, and distribute materials in a timely manner.
- Create, organize, and maintain digital and physical filing systems to ensure accuracy, confidentiality, and accessibility.
- Utilize SharePoint to maintain an organized, secure internal document library.

Human Resources Administrative Support

- Assist with posting job advertisements, screening applications, coordinating interviews, and supporting the reference-check process.
- Support onboarding and orientation processes for new employees, including preparation of materials and schedules.




- Assist the HR team with administrative components of training resources for staff, volunteers, and foster families.
- Provide general administrative support to the HR team as required.

Research & Project Support:

- Conduct research and draft summaries or reports in support of Leadership team initiatives.
- Provide administrative coordination for selected projects, ensuring timelines and documentation are maintained.
- Support adhoc initiatives that require crossdepartmental collaboration.

Occupational Health & Safety Committee Support:

- Record meeting minutes and maintain official records and documentation.
- Track required safety training and assist with scheduling.
- Support workplace safety audits and inspections.
- Assist with updating internal OH&S; resources and communicating requirements to staff.

Other Duties

- Assist in other areas of the shelter as needed, including occasional support with animal care such as cleaning, feeding, and enrichment.
- Perform additional administrative duties as assigned to support organizational needs.

Qualifications & Skills:

Required Qualifications

- High school diploma or equivalent.
- Minimum 3 years of administrative experience, preferably in a multi-department or nonprofit environment.
- Proven ability to effectively prioritize work and meet deadlines.
- Robust organizational, timemanagement, and multitasking skills.
- Excellent interpersonal and customer service skills, with the ability to navigate sensitive situations professionally and compassionately.
- Strong written and verbal communication skills.
- High level of initiative, reliability, and attention to detail.
- Ability to maintain confidentiality and exercise discretion.
- Advanced proficiency in Microsoft Office applications,



including Word, Excel, Outlook, PowerPoint, and SharePoint.
- Genuine passion for animal welfare and alignment with organizational values.
- Successful candidate will be required to complete a police information check arranged by CHS at their own expense.
- Willingness to work occasional overtime as required, including attending signature events.

Assets

- Experience supporting human resources, senior leaders, finance, or fund development teams.
- Familiarity with SharePoint or document management systems.

What We Offer

- 100% employer-paid health and dental benefits for employees and their eligible dependents.
- Vision coverage and Wellness Spending Account.
- Employer-matched RSP contributions.
- Paid vacation, sick time, wellness days and flex days, plus a paid day off for your birthday.
- Professional development and career-growth opportunities.
- Discounts on CHS products and services, including adoption fees.
- Access to an Employee and Family Assistance Program and reduced-rate counselling services.
- Free on-site parking.
- A meaningful, mission-driven workplace where your work directly supports animals and people in the community.

Our Commitment to Inclusion The people and families we serve are diverse, and Calgary Humane Society is committed to building an inclusive workplace that reflects the community around us. We believe that different identities, lived experiences, perspectives, and abilities strengthen our organization and help us better support animals and the people who care for them. We welcome applications from all qualified candidates and particularly encourage applications from people who have historically faced barriers to employment. We are committed to an accessible and equitable recruitment process, and accommodation is available at any stage upon request.

Closing date: October 4, 2026

We thank all applicants for their interest. Only those selected for an interview will be contacted. To ensure a fair and consistent recruitment process, we are unable to respond to telephone or email inquiries regarding applications.

📌 Administrative Assistant - Full Time (Onsite) (Calgary)
🏢 Calgary Humane Society
📍 Calgary