Administrative Assistant

The rare Charitable Research Reserve is a 900+ acre urban land trust and environmental institute in Waterloo Region/ Wellington. Since inception, the rare has taken care of the land on behalf of the community through the use of Western tools in conservation, research and education. As rare becomes engaged in reconciliation with the Indigenous Peoples of Turtle Island (North America), these pillars will equally include and value Indigenous ways of knowing and being — to become three strands of a strong braid. Together we will steward these lands with respect for generations pasts, present and those yet to come, intact in perpetuity with trees more than 250 years old, 24 habitat types, and 6 of 8 pre-settlement landscapes.

Supervised by and reporting to the Administrative Coordinator, while working in a team environment with all program advisors, staff and volunteers, the Administrative Assistant is responsible for assisting with administrative and accounting related activities. 


  • Ensuring an effective office environment and standards across the organization
  • Performing activities associated with mail services
  • Supporting staff and volunteers with scheduling and organizing meetings and events
  • Assisting with the maintenance of the contact databases of sponsors, donors, suppliers, directors, volunteers, and other stakeholders
  • Providing coverage at reception and ensuring an effective reception area for all guests and visitors
  • Providing administrative support related to capital projects and strategic planning
  • Assisting with building and facility issues and arranging for technical support or maintenance
  • Assisting with volunteer management
  • Assisting in the creation of financial reports
  • Performing bookkeeping tasks such as payables, receivable, and banking functions
  • Assisting with filing invoice and other accounting records


  • Background in office administration, business, accounting or related field.
  • Experience with contact databases, preferably Sumac.
  • Experience with accounting software, preferably Sage Simply Accounting.
  • Excellent written and verbal communication skills, including experience in writing formal correspondence.
  • Excellent interpersonal skills, including diplomacy, tact, and teamwork.
  • Strong organizational, self-motivated, and great attention to detail.
  • Flexibility and ability to effectively manage multiple tasks with solid planning skills and use of good judgment.
  • Ability to prioritize time, work, and projects efficiently.
  • Advanced computer skills, including Microsoft Office skills (Word, Excel, Publisher, PowerPoint).
  • An understanding of and commitment to confidentiality including demonstrated ability handling sensitive confidential information in all formats.


  • Between 15 and 30 years of age at the start of employment;
  • Canadian citizen, permanent resident, or have official refugee protection status under the Immigration and Refugee Protection Act; and
  • Legally entitled to work in Canada in accordance with relevant provincial or territorial legislation and regulations.

This job is subject to government funding approval. Application deadline is Friday, March 22, 2019. Applicants should send resume and cover letter along with the names, e-mail addresses, and telephone numbers for three professional references in one pdf document to:

Kim Robichaud

Administrative Coordinator

rare Charitable Research Reserve

No phone calls please. Only selected candidates will be contacted for an interview.

Category: Job Postings · Tags:

rare Charitable Research Reserve
1679 Blair Road
Cambridge, ON N3H 4R8
(519) 650-9336
Charitable Registration:
#8776 15914 RR0001