HR and Administration Officer Full-Time, Contract Position (Maternity Leave)

Position details: 

Historica Canada is the country’s largest organization dedicated to enhancing awareness of Canada’s history and citizenship. Some of Historica Canada’s signature programs are: Encounters with Canada, The Heritage Minutes, The Memory Project, The Citizenship Challenge and The Canadian Encyclopedia. For more information, visit

The responsibilities of this position are varied and offer scope for the development of a diverse skill set. The central focus for the HR and Administration Officer will be to manage office logistics, Human Resources administration and coordination of the Board of Directors and its Committees.  This position reports to the Vice-President, Finance and Administration.

Your Office administration responsibilities will include:

  • Manning the National Office reception desk;
  • Managing office logistics, including IT and support, and maintaining and purchasing of office supplies, equipment and related inventory;
  • Liaising and negotiating with vendors and service providers for the National Office;
  • Overseeing the development and implementation of administrative processes and procedures at the National Office;
  • Managing general office inquiries (email, telephone, mail);
  • Leading on projects such as administrative leases;
  • Coordinating board room booking;
  • Managing online store (process orders, update inventory);
  • Providing administrative support as required to senior management;
  • Assisting with programs as required.

Your Human Resources responsibilities will include: 

  • Providing primary HR administrative support for the National Office and assistance to the Ottawa office;
  • Reviewing and updating policies for both offices;
  • Provide information on company policies and assist with benefits inquiries.
  • Processing a range of HR and payroll-related documents;
  • Assisting with payroll administration as required (vacation, sick/personal days …);
  • Conducting exit interviews;
  • Handling employee questions and issues and escalating to senior management when required;
  • Assist with the recruitment process in posting job vacancies, resume screening, and scheduling interviews for hiring managers.
  • Ensure proper recruitment and termination documentations are kept and filed. 
  • Responsible for employee onboarding: first day orientation (what time to arrive, who to look for), office tour and introduction, prepping work stations and setting up phone systems.
  • Manage HC’s HRIS including enrollment, revisions, updates, reporting, and liaison with provider.
  • Manage Historica Canada’s group benefits program including enrollment, revisions, termination, and liaison with provider.

Your Board liaison responsibilities include;

  • Scheduling meetings of the Board and Board Committees;
  • Communication with the Board and Board Committees on Board administrative matters;
  • Preparing the Board books which includes collecting reports, working with Senior Management, setting deadlines ;
  • Organizing other board-related events as required.

Attributes of the Successful Candidate:

  • University degree
  • 2 years administrative experience an asset, preferably on the non-profit sector
  • Demonstrated customer-service orientation
  • Detail-orientation,
  • Budgeting experience an asset
  • Knowledge of Human Resources and administrative policies and procedures, preferably in the not-for-profit sector
  • Highly professional in communication and personal presentation
  • Able to work independently on multiple projects with multiple reporting structures and  changing priorities
  • Excellent oral and written English skills.
  • Fluency (oral and written) in French a definite asset
  • Superior communication with an ability to coordinate large meetings
  • Propensity to work and thrive in a fast-paced, changing environment

This is a contract position beginning January 6, 2020 and ends on December 18, 2020.  Note training will begin on December 16-December 20, 2019. The salary will be $44,000.00 yearly, less applicable statutory deductions, which will be paid to the successful candidate twice a month.

Please submit your resume and cover letter in a single PDF or Microsoft Word document with your full name and the position as the file name.

Applications will be reviewed on an ongoing basis. Interviews may be arranged before the deadline. Interested candidates should submit their application no later than Friday, November 15,  2019 5:00 PM EST to: Please refer to this posting in the subject line.  Successful candidates will be contacted directly. Phone calls or solicitations from agencies and candidates will not be accepted.

Historica Canada is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.

Historica Canada welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

This position is based at Historica Canada’s Head Office in Toronto.
This position may require travel (air and ground) within Canada.
This job description indicates the general nature and level of work expected. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required by the incumbent. Incumbent may be asked to perform other duties as required.

Application closing date: 
Friday, November 15, 2019 - 17:00