Position Summary

The Administrative and Operations Assistant is responsible for providing administrative and operational support to the organization, assisting with Board meetings, governance documentation, HR coordination, and managing administrative and operations requirements. Reporting to the Executive Director, the Administrative and Operations Assistant also helps maintain organizational systems, manages contracts, monitors inquiries, and assists with website updates and Salesforce data management.

This is a fully remote, part-time (0.6 FTE) position.

Key Responsibilities

The following outlines the key responsibilities of the Administrative and Operations Assistant:

Board & Governance Support

• Assist in scheduling and preparing for Board meetings, including agenda distribution and compiling reports.
• Record and distribute meeting minutes.
• Maintain governance records and ensure compliance with organizational policies and regulatory requirements.

Human Resources Support

• Coordinate position descriptions, job postings, and recruitment processes.
• Support performance review processes.
• Maintains all employee and HR records.
• Assist in developing and updating HR policies and procedures.
• Manage and track contracts, agreements, and related documentation.
• Assist with recruitment processes including postings, first level candidate screening, scheduling interviews and preparing offer letters.
• Coordinate and monitor on and off boarding processes.

Administrative & Operational Support

• Monitor and respond to emails and general inquiries, directing them appropriately.
• Maintain accurate records in Salesforce and other organizational databases.
• Assist with website updates and online content management.
• Organize office operations, scheduling, and administrative procedures to support efficiency.
• Provide general support for internal and external communications.
• Make travel and accommodation arrangements for the Executive Director and members of the leadership team.
• Organize and support leadership team meetings and follow up.
• Assist with Executive Director schedule management.
• Special projects as required
• Set up and manage electronic filing system

Education

Post-secondary diploma or degree in Business Administration, Human Resources, Non-Profit Management, or a related field.

Skills and Experience

• Minimum of 2-3 years of experience in administrative, HR, or operations support roles, preferably in a non-profit environment.
• Ability to speak and write fluently in French is an asset.
• Experience with recruitment coordination, contract management, and policy administration is an asset.
• Strong organizational and time management skills with attention to detail.
• Proficiency in Microsoft Office Suite, Salesforce (or similar CRM), and basic website management tools.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities efficiently in a fast-paced environment.
• Strong problem-solving skills and ability to work independently and collaboratively.
• Excellent written and verbal communication skills

This posting will remain open until a suitable candidate is found.

To apply, please send your cover letter and resume to careers@mentorcanada.ca.

Apply now