Administrative Assistant (Temporary)

Who We Are The Canada Homestay Network Society is a family-run, non-profit society, that has helped tens of thousands of students find a home away from home in Canada. We connect international students with compassionate and caring families in Canada, creating enriching cultural experiences for both students and host families for the past 30 years. Be part of something that matters! Join a team that connects international students with compassionate and caring families in Canada, creating enriching cultural experiences for both students and host families. About the Host Ambassador position Reporting to the Co-CEOs, the Temporary Administrative Assistant (AA) provides high-level administrative, coordination, and operational support to the Co-CEOs and Leadership Team. This role supports effective communication, scheduling, document management, meeting coordination, and organizational follow-through across a remote workplace environment. The Temporary AA is expected to exercise sound judgment, maintain the highest level of confidentiality, and proactively support efficient executive operations. The role requires exceptional organizational skills, attention to detail, professionalism, responsiveness, adaptability, and the ability to manage competing priorities while working independently and supporting diverse leadership styles and organizational needs. This is a temporary full-time position (40 hours per week), compensated with an hourly wage between $21.00 -$24.00. Key Responsibilities Provide proactive administrative support to the Co-CEOs and Leadership Team, including calendar management, scheduling, meeting preparation, correspondence tracking, and follow-up. Coordinate complex scheduling across internal and external stakeholders, including meetings across time zones. Monitor priorities, flag urgent matters, and support effective information flow across the organization. Prepare, compile, organize, and maintain documents, reports, and materials needed for meetings and leadership activities. Use discretion and sound judgment when handling confidential, sensitive, or time-sensitive information. Coordinate administrative processes related to corporate travel, expenses, credit card reporting, invoicing, deposits, mail, shipping, and vendor coordination. Maintain accurate organizational records, contact lists, templates, and filing systems. Support internal surveys, feedback processes, appreciation initiatives, recognition activities, and other administrative programs. Coordinate materials, inventory, gifting, and other operational supports as required. Support data accuracy and documentation practices across internal systems. Maintain organized, accurate, and accessible document management systems. Support updates to organizational templates, letterhead, forms, and shared files. Promote consistent file naming, document storage, and version control practices. Assist with annual and periodic administrative documentation, including tax, insurance, and employment-related records as required. Coordinate assigned projects and initiatives, including the CHN Scholarship Program and other organizational priorities. Support planning and logistics for meetings, AGMs, National Meetings, and other in-person or virtual events. Coordinate travel, accommodations, meeting materials, recordings, room bookings, meals, and related logistics as needed. Perform other related duties as assigned. The successful candidate will have Minimum of 3 years of relevant administrative experience, gained through Administrative Assistant, Executive Assistant, senior administrative support, co-op, internship, volunteer positions or similar roles. Post-secondary education in business administration, office administration, or a related field is preferred. Experience supporting senior leaders, remote teams, or cross-functional organizations is an asset. Experience working with international students or culturally diverse stakeholders is an asset. Strong administrative, coordination, planning, and organizational skills. Ability to work independently in a remote environment while managing multiple priorities. Excellent attention to detail and follow-through. Strong written and verbal communication skills, including editing and proofreading. Ability to exercise discretion, confidentiality, and sound judgment. Strong interpersonal skills and ability to work professionally with colleagues, leaders, clients, partners, and external contacts. Ability to prioritize work, anticipate needs, identify issues, and recommend practical solutions. Flexible, service-oriented, and collaborative approach. Strong proficiency with Microsoft 365; experience with FileMaker is an asset. Basic to intermediate reporting, tracking, and data accuracy skills. How to apply To view the full scope of this role, please consult the complete job description. If you are interested in communicating with cultures from around the world and helping change international students’ lives while in Canada, please apply with your cover letter and resume. Our recruitment process relies on human review. We do not use artificial intelligence (AI) tools to screen, select, or assess candidates.

The Administrative Assistant provides high-level operational and administrative support to the Co-CEOs and Leadership Team in a remote environment. Key duties include managing calendars, coordinating complex scheduling, and maintaining organizational records and documentation.

Candidates need a minimum of 3 years of relevant administrative experience and preferably post-secondary education in business or office administration. Proficiency in Microsoft 365 and the ability to work independently in a remote setting are essential.

• Gestion de projetSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Calendar Management
• Executive Support
• Document Management
• Meeting Coordination
• Microsoft 365
• FileMaker
• Project Coordination
• Written Communication
• Verbal Communication
• Time Zone Coordination
• Confidentiality
• Organization
• Proofreading
• Data Accuracy
• Interpersonal Skills
• Travel Coordination
• Administrative Support
• Office Administration
• File Naming
• Professionalism
• Organizational Skills
• Effective Communication
• Follow Through
• Administrative Functions
• Compassion
• Planning
• Adaptability
• Artificial Intelligence
• Editing
• Deposit Accounts
• Business Administration
• Certified Hemodialysis Nurse
• Customer Service
• Version Control
• Communication
• Corporate Travel Management
• Cultural Diversity
• Document Management Systems
• Leadership
• Interpersonal Communications
• Invoicing
• Operations
• Verbal Communication Skills
• Scheduling
• Surveys
• Templates
• Coordinating
• Filing
• Prioritization
• Detail Oriented

• Administrative
• Management & Leadership
• Social Services
• Education
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Formation minimale

Baccalauréat

Expérience minimale

2+ ans

Langue de l’offre

anglais

Heures de travail

40 heures par semaine

Exigences de lieu

Country, Canada