As the heartbeat of our remote-first organization, the Office Administrator plays a pivotal role in maintaining the seamless operation of our virtual office environment and supporting our team located across Canada. As the first point of contact, you will embody a friendly disposition that sets the tone for positive interactions. Your multitasking abilities will shine as you navigate through various office functions, providing support in general office admin, first level accounting, invoicing, and driving improvements in company processes. If you are driven by collective success, thrive in a collaborative and inclusive team environment, and are eager to contribute to the growth of our organization, we invite you to join us as our Office Administrator. Your dedication and skills will be instrumental in shaping the future success of our organization. Preference for the successful applicant to be located in the Greater Toronto Area to allow for face-to-face meetings with our CEO and other team members in the area. 

Why you might be excited about us

We’re solving a global problem that is driving climate change and want to help minimize carbon emissions from buildings, and make them safe, healthy and low energy. 

Our headcount is small and talent dense so you can contribute efficiently and effectively. 

You’ll be able to work remotely. We don’t micro-manage and will create an environment where you can do great work. 

We’re a small, collaborative team. 

You’re a hands-on kind of person and like to make a difference. 

Why you might not be excited about us

We’re a small organization, so if you like more established companies, we may not be for you. 

This role will have broad responsibilities and may not be perfectly defined. You’ll be expected to bring your own experience and perspective to do the right things and make suggestions if you think things could be done better. You will help shape this role as you settle in. 

Want to be a manager with individuals to delegate to? This is an individual contributor position first and foremost for the time being. 

 

Key Responsibilities

Planning, Coordination, and Administration

  • Prepare briefing notes and conduct research to ensure that the CEO has all information for meetings, conferences, and to aid in decision-making. 
  • Maintain and update professional membership, application and renewal packages. 
  • Schedule and attend staff meetings, and prepare and maintain meeting agendas and meeting minutes. 
  • Prepare correspondence for the CEO including drafting and editing emails, presentations, and other key communications. 
  • Administer financial tasks such as setting up billings, completing expenses, reconciling company credit card, creating monthly reports, following up on overdue invoices, etc. 
  • Liaise with current and prospective board members by preparing all logistics for Board of Director meetings, Board committee meetings and Board recruitment, and ensuring all Board documentation and follow-up is completed in a timely and accurate fashion. 
  • Provide a high level of administrative support to the team by composing and editing a variety of documents and managing the company calendar. This may include highly confidential correspondence, spreadsheets, contracts, proposals and presentations. 
  • Organize corporate meetings and special events including coordinating catering, venues and reservations. 
  • Manage distribution and collection of mail and packages, as well as invoices and cheques.  
  • Orders and maintains office supplies & equipment including liaising with vendors. 
  • Assist with travel coordination as required. 
  • Assist with general HR tasks such as onboarding and offboarding. 
  • Provide general administrative support. 

Problem Solving

  • Organize the virtual office using independent judgment, discretion and diplomacy. 
  • Drive initiatives independently, contributing to the enhancement of company processes. 

Communication & Interpersonal Skills

  • Acts as the first point of contact to email inquiries, answering in a courteous and professional manner and directing accordingly. 
  • Answer the main phone line. 
  • Interact with a wide range of individuals in various situations with tact, diplomacy, and discretion.  
  • Provide a bridge for smooth communication between CEO, internal departments, Board of Directors and members. 

Qualifications

  • Post-secondary certificate or diploma in Office or Business Administration an asset or equivalent years of experience. 
  • 3-5 years of experience in an office/administrative support role. 
  • Ability to handle sensitive information with discretion and maintain confidentiality. 
  • Bilingual (French) an asset. 

Skills and Competencies

  • Highly motivated self-starter who works independently, and is also team oriented 
  • Good ability to shift focus between changing priorities. 
  • Strong initiative and ability to manage people, time and projects independently. 
  • Ability to prioritize, multi-task, and work within time constraints and follow-up. 
  • Attention to detail and accuracy are required. 
  • Maintain confidentiality and handle sensitive information with the highest level of discretion. 
  • Excellent organizational skills. 
  • Excellent interpersonal, verbal, and written communication skills required. 
  • Strong analytical and problem-solving skills with the ability to identify areas for improvement. 
  • Numerically inclined with good analytical and problem-solving skills. 
  • Proficiency with Office 365 and learning new software. 
  • Previous experience with Zoom, QuickBooks, WordPress and SharePoint an asset. 

Physical Requirements

  • Sit for long periods of time.  
  • Talk and hear. 
  • Perform fine motor, hand and finger skills in the use of a keyboard, mouse, telephone, or writing 
  • Ability to stand; walk; and reach with arms and/or hands.  
  • Specific vision abilities include close vision, distance vision, depth perception and the ability to adjust focus.

About Us

Founded in 2013, Passive House Canada is a growing national non-profit professional association advocating for the Passive House high-performance building standard as the fastest, most efficient way to get buildings to net zero. We are growing and have members and supporters across Canada. We advocate for the Passive House standard to inform, train and support industry, governments, and owners, in Canada and internationally, with a whole-building approach that minimizes carbon, mitigates climate change, and creates buildings that are adapted for climate change. 

Our mission is to make the International Passive House standard of building performance understood, achievable, and adopted by government, industry, professionals, and the public across Canada through education, advocacy, events, and building projects. 

How to Apply

Please submit your resume and cover letter in one PDF to [email protected]. We believe diversity drives innovation which guides our values and success. Our job postings are a point of discussion rather than an absolute requirement. No matter your personal background or experience, we strive to hire the best person. We encourage everyone interested in our industry to apply. We celebrate multiple approaches and points of view, so don’t wait! We look forward to reviewing your application. 

No phone calls please. While we appreciate all responses, only candidates under consideration will be contacted. Please note that only those already entitled to work in Canada legally need apply.