Administrative Assistant
About WINGS
WINGS offers women and children escaping domestic violence a safe, supportive space and a pathway to rebuild their lives. We provide second-stage shelter, affordable housing, early childhood supports, and long-term services that empower families to heal and thrive.
Mission
We save lives and create futures for women and children fleeing domestic violence.
Vision
We find, fund, create and deliver the most effective programs to help women and children achieve a life defined by safety and independence. We want a life free from family violence for every woman and child.
Position: Administrative Assistant
Program: Administration
Reporting to: Executive Director & Director of Resources & Development
Status: Full-time, Permanent
Summary: The Administrative Assistant plays a vital role in ensuring the smooth day-to-day functioning of WINGS through exceptional organizational, administrative, and operational support. This position is responsible for maintaining a centralized filing system, supporting executive leadership, assisting with fund development and events, managing front office operations, and overseeing office infrastructure. The Assistant also provides direct support to the Executive Director and Leadership Team and plays a key role in organizing Board of Directors meetings and communications.
As the first point of contact for many internal and external stakeholders, this role requires strong communication skills, discretion, and the ability to manage multiple priorities in a fast-paced, trauma-informed environment. The ideal candidate is a detail-oriented problem solver who thrives on keeping systems organized and contributing to the overall effectiveness of the organization.
Key Roles & Responsibilities
Centralized Filing System & Records Management
Lead the organization and ongoing maintenance of all WINGS files.
Ensure all official WINGS documents are saved, filed electronically, and consistently organized in a centralized e-filing system accessible to staff.
Review and verify documents prior to filing for accuracy and completeness.
Respond promptly to staff requests to retrieve specific documents.
Maintain confidential records and databases, including:
Personnel files
Board of Directors documents
Volunteer records
Executive & Fund Development Support
Directly support the Executive Director and Leadership Team with:
Administrative Tasks:
Preparing reports, thank-you letters, mailouts, and other communications
Coordinating recruitment and onboarding tasks
Conducting research and assisting with special projects
Clerical Support:
Printing, copying, scanning, mailing, labeling, and related duties
Scheduling:
Booking appointments, meetings, and reservations
Fund Development & Events:
Assisting with planning and executing fundraising events
Responding to public inquiries about donations and development
Supporting data entry and donor tracking
Staff Wellness & Engagement:
Assisting with planning and organizing internal staff events, wellness initiatives, and the annual holiday party
Social Enterprise (Second Flight):
Managing inventory and processing orders
Supporting marketing and promotion efforts
Office & Facilities Management
Monitor and maintain inventory of office supplies; place and receive orders as needed.
Coordinate front office staff schedules and provide reception coverage during absences.
Support planning for office layout changes, moves, and workspace organization.
Provide basic IT support to staff and coordinate with WINGS' IT contractor for technical issues.
Support website and database updates, ensuring content is accurate and current.
Identify opportunities for improved office systems and processes; propose and implement changes in consultation with the Executive Director.
Board of Directors Administrative Support
Schedule and coordinate Teams and in-person meetings for the Board of Directors and Annual General Meeting.
Attend and take accurate minutes at all Board and AGM meetings.
Draft Board meeting agendas in collaboration with the Executive Director.
Compile and distribute Board packages to all members in advance of meetings.
Ensure accurate electronic filing of all meeting minutes and related Board documents.
Ensure Board Meetings and Annual General Meeting proceedings adhere to bylaws as well civic, provincial and federal requirements.
Support additional Board-related tasks as requested by the Executive Director.
Qualifications & Requirements:
· Administrative Experience
· Post Secondary Education
· Excellent organizational and time management skills, ability to multi-task and prioritize workflow.
· Strong interpersonal, written (including proofreading and editing), verbal and non-verbal communications skills.
· Self-motivated with ability to work well independently and as part of a team.
· Proficiency with Microsoft Office: Word, Excel, PowerPoint and Outlook, Adobe
Employment Requirements:
· Criminal Record Check
· Vulnerable Sector and Child Welfare Check
· Class 5 license and access to reliable vehicle with minimum $2M Liability Insurance
· Must adhere to Code of Conduct Policy, respect confidentiality and Freedom of Information and Protection of Privacy Act.
Personal Characteristics
· Collaborative and creative, with contagious enthusiasm for donor cultivation, solicitation and stewardship.
· Strong Work ethic with the ability to be flexible.
· Detail-oriented and organized.
· The ability to think outside the box.
· Genuine interest in advancing the mission of WINGS.
· Non-Profit, philanthropic spirit and passion for helping vulnerable women and children
· A willingness to try new ideas and motivate others to do the same.
· Positive attitude, with a preference for a fast-paced, high-energy work environment.
· Respectful and approachable, with high standards for integrity and confidentiality.
Why Work With Us?
At WINGS, you’ll join a dedicated and compassionate team committed to creating futures free from violence. We offer:
· A collaborative and empowering work environment
· Comprehensive benefits and competitive compensation, including twelve mental health days per year
· On-site affordable childcare
· Opportunities for ongoing professional growth
· Meaningful, values-driven work with long-term community impact
To Apply:
Please send your resume and cover letter in PDF format to csmallwood@wingsofprovidence.ca with the subject line Administrative Assistant – Application.
Deadline to Apply: Applications will be reviewed as they are received, and the posting will remain open until the role is filled.