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.