Executive Assistant & Human Resources

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, the Board of Directors, and the HR function. This part-time position (20-30 hours per week) is ideal for someone who is highly organized, detail-oriented, discreet, and enjoys working in a collaborative yet independent environment. The successful candidate will manage executive scheduling, coordinate meetings and travel, maintain accurate records, support Board and committee meeting logistics, and assist with various HR-related administrative tasks.

EMPLOYMENT DETAILS

This is a part-time (20-30 hours per week) permanent role, reporting to the Senior Manager of Executive Operations. Hours can be discussed and set with the successful candidate, with flexibility to accommodate individual needs. Availability between 12:00 and 4:00 p.m. Eastern Time on scheduled workdays is required to support colleagues across Canada. The 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.

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 mid-late November 2025 or earlier.

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 20-30 hours per week and commensurate with your previous experience.

DUTIES AND RESPONSIBILITIES

• Coordinate logistics, agendas, materials, administrative record-keeping, and minutes for Board and committee meetings, under direction of the Senior Manager of Executive Operations.
• 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 and Board members when required.
• 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.
• Experience taking accurate and timely meeting minutes, with the ability to distill key discussion points, identify action items, and follow up on tasks to ensure completion.
• 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.
• 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. Familiarity with the operations of a Board of Directors or equivalent is strongly preferred, as is experience with administrative HR functions. An 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 5pm EST on October 24, 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.

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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.