Join our team of passionate people. If you’ve got a highly creative mind, we want to hear from you. Below you’ll find information about the latest opportunities at our secretariat located in Montreal, Canada. We occasionally also offer internships to provide opportunities for talented people to gain work experience.
For more information, you can email us at hr@wdo.org
WDO’s Administrative Officer provides comprehensive administrative and operational support to the Secretariat, ensuring the smooth day-to-day functioning of the organization. The role supports leadership, coordinates internal processes and maintains organizational systems and logistics. Working across teams, the Administrative Officer contributes to efficient operations, effective coordination and high-quality support for programmes, governance activities and stakeholder engagement.
Executive and administrative support
— Provide direct administrative support to the Managing Director
— Manage incoming and outgoing communications (physical and digital mail)
— Respond to general inquiries and route requests to appropriate team members
— Coordinate the administration of employee benefits such as group insurance, including enrolment, updates, and liaise with providers under the direction of the Managing Director
— Support Managing Director in identifying and coordinating grant applications, including researching opportunities, tracking deadlines and coordinating required documentation.
Office and operations management
— Oversee day-to-day office operations, including procurement of supplies and equipment
— Manage relationships with service providers (utilities, cleaning, maintenance and service calls etc.)
— Maintain organized physical and digital filing systems
— Support the development and maintenance of internal policies and operational manuals.
Scheduling and meeting coordination
— Coordinate internal and external meetings, including scheduling, accommodations and logistics
— Prepare Board, and other meeting materials, agendas and track action items, draft minutes and prepare follow-up documentation.
Programme and event support
— Provide on-site or remote support during events and activities as required
— Coordinate the administration of endorsement requests
Digital and systems support
— Maintain and update internal systems, databases and shared platforms via CRM system
— Manage organizational tools and licenses (e.g., Microsoft 365 and other platforms)
— Support password management and basic system administration
— Assist with troubleshooting basic technical issues and coordinating external support when needed.
Process improvement and organizational efficiency
— Identify opportunities to improve administrative workflows and processes
— Maintain organized and accessible documentation across teams.
— Diploma or degree in Business Administration, Office Administration, Communications, or a related field, or equivalent combination of education and relevant experience
— Minimum 3–5 years of experience in administrative, operations or coordination roles
— Experience in a non-profit, small organization or similar environment with broad responsibilities is strongly preferred
— Strong organizational and time management skills with exceptional attention to detail
— Excellent written and verbal communication skills in English; conversational French required
— Demonstrated experience using applicable software programmes, including Microsoft 365, Google Workspace, Zoom
— Experience supporting meetings, events or travel coordination
— Ability to manage multiple priorities and work independently in a fast-paced environment
— Professional discretion and ability to handle sensitive information
— Strong interpersonal skills and service-oriented mindset
— Experience with database management and data entry systems an asset
— Basic technical aptitude and comfort working with digital tools and platforms.
— Demonstrated ability to manage multiple responsibilities and deadlines with a high degree of autonomy with accuracy and efficiency
— Ability to work independently and collaboratively across teams
— Strong problem-solving skills and proactive approach to tasks
— Ability to communicate effectively with internal and external stakeholders
— Ability to adapt to changing priorities and organizational needs
— Detail-oriented with strong follow-through and accountability
— Comfortable working in an international, multicultural environment.
This is a part-time (approx. 20–24 hours per week), permanent position in a hybrid environment (2 days in-office, 1 day remote) offering a salary range between $19 – $21 CAD per hour (based on experience).
Please submit a cover letter and a resume by Friday, 14 August 2026. Applications should be submitted by email to hr@wdo.org indicating the job title in the subject line. Only those considered for an interview will be contacted. Interviews will be held in August with the intent to commence in September 2026.
