Administrative & Operations Coordinator
(Part-Time Contract Position)
Organization: Northern Lights Wildlife Society (NLWS)
Location: Smithers, BC (on-site)
Employment Type: Contract — Part time - schedule to be finalized
Reports To: Executive Director / Associate Executive Director
Northern Lights Wildlife Society is a wildlife rehabilitation shelter based in Smithers, BC, with nearly 40 years of history caring for orphaned and injured wildlife across northern BC. NLWS is currently investing in its internal systems and structure to support its continued growth.
NLWS is looking for an organized, adaptable Administrative & Operations Co-Ordinator to help manage day-to-day administrative and operational tasks during a period of growth and change. This is a contract position intended to provide immediate relief to senior staff, and depending on organizational needs, it may evolve into a longer-term or full-time position.
This is a great fit for someone who is comfortable wearing multiple hats, enjoys bringing order to busy, fast-moving environments, and wants to support a mission-driven organization.
20-25 hours/week – flexible scheduling an option
Executive & Board Support
● Support the Executive Director and Associate Executive Director with administrative, organizational, and project coordination activities
● Help coordinate Board of Directors logistics — distributing agendas and meeting links, and maintaining board records
● Prepare correspondence, reports, presentations, and other organizational documents
● Handle confidential, sensitive, and time-sensitive information with a high degree of professionalism and discretion
General Administration
● Serve as first point of contact — answering phones, directing calls, and managing incoming/outgoing mail and general email inquiries
● Greet contractors and community members dropping off donations, and field requests to view the animals (not permitted) with clear, friendly communication
● Maintain organized files and records management systems
● Support day-to-day office operations and a professional, service-oriented work environment
● Monitor supply inventories and maintain office and operational supplies
● Support HR-related tasks such as staff scheduling, onboarding, and employee documentation
● Coordinate travel logistics, including accommodations and coordination with local partners (government, volunteers, etc.)
● Run periodic errands into town — ie. picking up supplies, post office trips, and bank deposits
Rescue & Volunteer Coordination
● Help coordinate logistics for wildlife rescues and releases
● Communicate with regional volunteers to schedule support and confirm availability
● Ensure volunteers have the supplies they need for rescue and release activities
● Assist with volunteer documentation (e.g., waivers, contact information, records)
Finance Support
● Assist with bookkeeping and general clerical finance tasks
● Help maintain organized financial records
● Research and track grant opportunities
● Support donor management, including assisting with donor receipts and records
Communications & Stakeholder Relations
● Support public engagement, communications, social media, and grant administration
● Facilitate and route communications between internal staff, the Board, government agencies, contractors, and public stakeholders.
● Support the creation of newsletters, presentations, and other communications
Other
● Follow safety procedures and support emergency protocols as needed
● Support continuous improvement of administrative workflows and processes
● Other administrative and operational duties as assigned
● 2–3 years of administrative experience
● Strong communication and interpersonal skills, both verbal and written
● Excellent organizational and time-management skills, with the ability to manage multiple priorities and shifting demands
● Intermediate computer skills, including spreadsheets, email, databases, and word processing software
● Ability to exercise discretion and maintain strict confidentiality
● Comfortable working both independently and collaboratively within a small team
● Valid Class 5 driver's license, with ability to provide a current driver's abstract annually (the shelter site is about 20 minutes from town with no public transit, and this role will help cover supply runs, post office trips, and bank deposits), reliable vehicle (willing to add business insurance)
● A genuine interest in or affinity for NLWS's mission is an asset
● Experience with finance/bookkeeping, association administration, grant writing or supporting a nonprofit board is an asset but not required
$25/hour
Pay: From $25.00 per hour
Expected hours: 20.0 – 25.0 per week
Benefits:
- Casual dress
- Flexible schedule
- On-site parking
Application question(s):
- What interests you about this position?
Experience:
- Administrative: 1 year (required)
Work Location: In person
