Job Description

Main Job Purpose

The Admin Assistant supports the Operations Manager by providing efficient administrative, logistical, and office coordination support. This role ensures smooth daily operations within Action for Humanity and contributes to an effective, well-organized working environment.

Key Responsibilities

1. Administration & Office Support
• Maintain organized filing systems (digital and physical), ensuring accurate and accessible records.
• Manage incoming and outgoing correspondence, including emails, phone calls, and mail.
• Prepare reports, agendas, meeting minutes, and presentations.
• Support procurement processes, ensuring documentation is complete and maintained correctly.
• Maintain office supplies, liaise with vendors, and ensure office spaces are clean, functional, and well-organized.

2. Operational Support
• Assist the Operations Manager with scheduling, coordinating tasks, and following up on action items.
• Support logistics activities, including booking travel, transportation, accommodation, and team events.
• Help maintain inventory records and track organizational assets.
• Provide general administrative support across departments as needed.

3. Compliance & Record-Keeping
• Ensure administrative procedures follow internal policies and donor compliance requirements.
• Maintain accurate records for audits, procurement, HR, and financial documentation.
• Uphold safeguarding, confidentiality, and data protection standards.

4. Team & Communications Support
• Organize staff meetings, workshops, and internal events; prepare agendas and minutes.
• Assist communication between departments and external stakeholders.
• Support onboarding of new staff by preparing administrative materials and office setup.

Job Requirements

Qualifications & Experience
• Previous experience working in charities or non-profit organizations is a strong asset.
• 1–3 years of administrative or operations support experience preferred.
• Diploma or degree in Administration, Business Management, or related field (desired).
• Valid driver’s license (required).
• Ability to attend the office 2–3 days per week (hybrid working).
• CSJ Eligible: Must meet the Canada Summer Jobs eligibility criteria.

Skills & Competencies
• Highly proficient with Microsoft 365 and SharePoint (required).
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong attention to detail, accuracy, and follow-through.
• Punctual, reliable, and able to manage time effectively.
• A collaborative team player, open to taking on a variety of tasks.
• Adaptable, proactive, and solution-oriented.
• Ability to work under pressure and meet deadlines.

Languages️
• Strong written and spoken English
• Knowledge of Arabic or Urdu is an asset

Expected Start Date: May 11th, 2026
Expected End Date: July 3rd, 2026
Work Term: 8 weeks
Hours: 30 hours/week
Rate: $20 CAD/hour.