HR and Administration Officer

Job Type

Full Time


Details: $42,000 – $44,000



Start Date


Application Deadline



2 Carlton Street
East Mezzanine
M5B 1J3


Historica Canada is the country’s largest organization dedicated to enhancing awareness of Canada’s history and citizenship.

The responsibilities of this position are varied and offer scope for the development of a diverse skill set. The central focus for the Administration Officer will be to manage office logistics, Human Resources administration and coordination of the Board of Directors and its Committees. This position reports to the Director, Finance and Operations.

Your Office administration responsibilities will include:

  • Manning the National Office reception desk;
  • Managing office logistics, including IT and support, and maintaining and purchasing of office supplies, equipment and related inventory;
  • Liaising and negotiating with vendors and service providers for the National Office;
  • Overseeing the development and implementation of administrative processes and procedures at the National Office;
  • Managing general office inquiries (email, telephone, mail);
  • Leading on projects such as administrative leases;
  • Coordinating board room booking;
  • Managing online store (process orders, update inventory);
  • Providing administrative support as required to senior management;
  • Assisting with programs as required.

Your Human Resources responsibilities will include: 

§ Providing primary HR administrative support for the National Office and also assistance to the Ottawa office;

  • Reviewing and updating policies for both offices;
  • Processing a range of HR and payroll-related documents;
  • Assisting with payroll administration as required (vacation, sick/personal days …);
  • Conducting exit interviews;
  • Handling employee questions and issues and escalating to senior management when required;
  • Assisting with recruitment process.

Your Board liaison responsibilities include;

  • Scheduling meetings of the Board and Board Committees;
  • Communication with the Board and Board Committees on Board administrative matters;
  • Preparing the Board books which includes collecting reports, working with Senior Management, setting deadlines ;
  • Organizing other board-related events as required.

Attributes of the Successful Candidate:

  • University degree
  • 2 years administrative experience an asset, preferably on the non-profit sector
  • Demonstrated customer-service orientation
  • Detail-orientation,
  • Budgeting experience an asset
  • Knowledge of Human Resources and administrative policies and procedures, preferably in the not-for-profit sector
  • Highly professional in communication and personal presentation
  • Able to work independently on multiple projects with multiple reporting structures and changing priorities
  • Excellent oral and written English skills. 
  • Fluency (oral and written) in French a definite asset
  • Superior communication with an ability to coordinate large meetings
  • Propensity to work and thrive in a fast-paced, changing environment

This job description indicates the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by the incumbent. Incumbent may be asked to perform other duties as required. Some travel may be required by the position.

Work is to be done in the Toronto Office, Monday to Friday. The annual salary is $42,000 – $44,000 less applicable statutory deductions.

Historica Canada welcomes and encourages applications from people with disabilities.

Accommodations are available on request for candidates taking part in all aspects of the selection process.

Level of Language Proficiency

  • Excellent oral and written English skills. 
  • Fluency (oral and written) in French a definite asset

Professional Level

Entry level

Minimum Education Required

4-year degree

How To Apply

Interested candidates should forward their application in PDF or other Microsoft application to: no later than October 26, 2018. Please refer to this posting in the subject line. Successful candidates will be contacted directly. Phone calls or solicitations from agencies and candidates will not be accepted.