Office Administrator

Rainbow Railroad is an international organization, based in both Canada and the United States, whose mission is to help LGBTQIA+ persons in danger find safety.

Our ultimate goal is a world free of persecution based on sexual orientation, gender identity or sex characteristics. Until then, we provide solutions for individuals in immediate danger of persecution or violence amidst a global refugee crisis.

In partnership with a global network of LGBTQIA+ organizations and human rights defenders, we coordinate directly with individuals experiencing violence to get them out of harm’s way.

Around the world, we are recognized for our efforts to support and protect the thousands of LGBTQIA+ people living in countries which criminalize their existence.

The Role :

You are inspired by our mission and love supporting people with whatever they need. You are responsible for the office administration and IT support for the organization.

You are professional and polished, emotionally intelligent, with a strong work ethic. You are accountable, motivated, and highly organized with a keen eye for detail.

You love to problem solve and meet challenges head on.

Reporting to the Head of Operations, you will work closely with the management team as well as the Sr Logistics Officer and Sr Human Resources Administrator.

Key Responsibilities :

Office Administration and Organization Operations

Oversee and implement all general office management and administrative functions ie office supplies, tools, systems, printing, etc.

to ensure effective, high quality work environment and efficient daily operations of the organization

• Serve as the primary point of contact for organizational inquiries, ensuring requests are prioritized and addressed as appropriate via phone and email
• Ensure smooth office operations by advising staff on appropriate policies and procedures for administrative requests
• Contribute to the creation and ongoing maintenance of the Administrative Manual and Process Guide
• Manage the relationships with vendors who supply our office with computers, internet, phone, mobile devices and numbers, office supplies, maintenance, custodial services, building management etc.

to ensure smooth service delivery

• Support the planning and logistics of various organizational events : catering, check-in, set-up, supplies, etc.
• Develop strong meetings management processes, including distribution and follow-up on action items, note-taking, in-person and digital conference booking, and lead general office communications
• Process invoices accurately and in a timely manner according to established procedures
• Provide support to the Logistics Officer on travel requests and bookings for staff, management, and partners, including air and ground transportation, hotel booking, and per diem submissions
• Track and monitor office expenditures
• Support annual and strategic planning activities
• Write and copy edit documents, reports and memos
• Additional tasks as assigned by the Director, Community Engagement as well as Director, Volunteer Engagement

Information Technology

• Oversee IT support and liaise with external IT support supplier to ensure ongoing maintenance and quality of IT systems and infrastructure, cybersecurity being the utmost priority
• Manage and track organizational need for computer hardware and software, procuring new equipment as needed
• Account management of organizational tools such as : Docusign, LastPass, Slack, Google Suite, Collage, Monday, and other platforms
• Liaise with internet and phone service providers to ensure consistent and reliable connectivity

Qualifications :

• 3+ years of administrative support to senior leaders or as an office manager in a not-for-profit / startup business setting
• Exceptional organizational skills and attention to detail; resourceful, flexible, with ability to prioritize multiple requests concurrently, develop individual timelines and meet deadlines
• Demonstrated leadership abilities, including the ability to work and make decisions independently as well as within a team
• Excellent problem-solving skills and able to tackle problems in a calm manner
• Excellent computer skills (Mac environment), knowledge of software programs (Google Apps, Docusign, Slack, Monday), familiarity with database software (Salesforce);

and understanding of IT systems

• Versatile, skilled, and effective communicator with demonstrable evidence of strong written and oral communications skills
• Ability to work effectively and exercise good judgment with all levels of volunteers, staff, committee members and the general public
• Ability to work in a dynamic, fast-paced environment with strict deadlines
• Experience supporting with the execution of events
• Adapt to the needs of a rapidly changing organization
• Familiar with anti-oppression principles
• Commitment and support of the LGBTQIA+ community in Canada and internationally

Lines of Communication

• Reports to Head of Operations and works closely with the Sr. Logistics Officer
• Supports the work and strategy of the management team

Application Deadline September 17, 2024

Length of Contract Full-Time, Permanent

Hiring Salary $60,000 plus benefits

Application Process- Please submit your application through the portal link here

Rainbow Railroad is dedicated to building an organization that reflects the diversity of the communities we serve. This includes diversity in languages spoken, culture, race, sexual orientation, and gender identity.

Requests for accommodation due to disability can be made at any stage in the recruitment process. Please email [email protected] for inquiries.

We thank all applicants for their interest in this position; however, we will only be contacting those selected for next steps.

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