Executive Assistant & HR Assistant 

Position: Part-Time Executive and HR Assistant
Organization: Birds Canada
Location: This role can be performed  fully remotely from anywhere in Canada, in a hybrid arrangement from a home office and one of our regional offices (Port Rowan, ON; Delta, BC; or Sackville, NB), or fully in person from our national office in Port Rowan, ON.

Are you looking to channel your skills into meaningful, energizing work that will directly contribute to protecting our natural world? Do you want to work with an exceptional group of passionate and caring colleagues?

Birds Canada is the country’s premier national organization dedicated to bird conservation. Every day, our thousands of caring donors, 100+ dedicated staff, and 70,000+ outstanding volunteers are taking action to help us better understand, appreciate, and conserve birds and their habitats. Together, we are Canada’s Voice for Birds – will you join us?

POSITION OVERVIEW

The Executive and Human Resources (“HR”) Assistant plays a key role in supporting the administrative needs of the President & CEO, Board of Directors, and the HR function. This part-time position (20 hours per week) is ideal for someone who is highly organized, discreet, and enjoys working in a collaborative yet independent environment. The successful candidate will manage executive scheduling, coordinate meetings and travel, maintain accurate records, and support recruitment and onboarding processes.

EMPLOYMENT DETAILS

This is a part-time (20 hours per week), permanent role reporting to the Senior Manager of Executive Operations. It can be performed fully remotely from anywhere in Canada, in a hybrid arrangement from a home office and one of our regional offices (Port Rowan, ON; Delta, BC; or Sackville, NB), or fully in person from our national office in Port Rowan, ON.

Applicants must be available to work primarily between 12-5 Eastern Standard Time to accommodate meeting times with colleagues across Canada, though some flexibility is possible. Financial assistance for qualified candidates interested in relocating to Port Rowan may be available. Occasional travel may be required for offsite team meetings and support of Board-related events. The anticipated start date is June/July 2025.

TOTAL COMPENSATION

Birds Canada is proud to offer an exceptional Total Compensation Package, including a competitive starting salary and 5% RRSP matching after 12 months of service. In addition, staff enjoy a primarily employer-paid extended benefits package including health and dental coverage, Basic Group Life Insurance, Group out-of-province travel insurance, Vision, ADD&D and short- and long-term disability coverage. We offer all staff 4 weeks’ vacation per year to start along with 12 personal health days and additional paid vacation days between Boxing Day and New Year’s Day.

STARTING SALARY: The starting salary for this role is $49,231 - $52,308 per year (full time equivalent), prorated based on 20 hours per week and commensurate with your previous experience.

DUTIES AND RESPONSIBILITIES

• Manage the President & CEO’s calendar, including scheduling meetings, coordinating materials, and ensuring timely and accurate logistical arrangements are made.
• Draft and format professional correspondence and manage the flow of documents requiring the President & CEO’s signature.
• Support compliance tracking and travel arrangements for the President & CEO
• Coordinate logistics, agendas, materials, and minutes for Board and committee meetings, under direction of the Senior Manager of Executive Operations
• Maintain Board administrative records and assist with Board member travel
• Assist the Director of Human Resources with maintaining employee records in BambooHR
• Support job posting, recruitment, onboarding, and benefits administration and provide basic payroll-related data entry and HR administrative support.

REQUIRED KNOWLEDGE AND SKILLS

• 2-3 years of experience in an administrative role, ideally in a non-profit setting.
• Proven ability to collaborate and support senior executives: anticipate needs, manage priorities, and protect leadership time and focus with sound judgment and discretion.
• Familiarity with the operations of a Board of Directors is beneficial, as is experience with administrative HR functions.
• Superior time-management skills, able to work independently and proactively to problem- solve, manage multiple priorities and meet deadlines with accuracy and attention to detail.
• Proficiency using the MS Office Suite of programs along with virtual meeting tools (e.g., Zoom, Microsoft Teams).
• Excellent written and verbal communication skills, including the ability to draft professional correspondence and prepare meeting materials and minutes.
• High level of discretion, professionalism, and confidentiality when handling sensitive executive and HR-related information.
• Fluency in English is required, French is a significant asset.

EDUCATION AND EXPERIENCE

Diploma or degree in office administration, human resources, business administration, or a related field. And equivalent combination of education and experience may also be considered and we encourage applicants from diverse backgrounds to apply, even if they don’t meet every listed qualification.

TO APPLY

Please submit your resume along with a covering letter outlining how your experience makes you the perfect candidate for this role via the Birds Canada Online Job Portal by 12pm EST on June 20, 2025. We encourage interested candidates to apply early, as applications will be reviewed on a rolling basis and initial interviews may be conducted prior to the closing date.

 

Interviews will consist of an initial phone screening interview, followed by one longer-form interview for short-listed candidates. Accommodations are available at any stage of the recruitment, selection, and/or assessment process to support diverse accessibility needs.

At Birds Canada, we are committed to fostering a culture that values Indigenous Engagement and Reconciliation, and Inclusivity, Diversity, Equity, and Accessibility, as integral approaches that shape all that we do in our organization and for nature (read our full commitment to inclusion at this LINK). We oppose prejudice, bigotry, and discrimination, and aim to ensure that people of all backgrounds, identities, abilities, and experiences feel a sense of belonging and can participate in protecting wild birds and their habitats.

We are actively seeking to improve our ability to reach all candidates with our job postings. Applicants belonging to racialized groups, who identify as Indigenous, 2SLGBTQIA+, and/or who have a disability, are therefore welcome to mention this in their cover letter, if they feel comfortable, although this is not a requirement.

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