World Design Organization (WDO)® is a global platform and the trusted voice for design. As an international non-governmental membership community, WDO promotes and shares knowledge of design-driven innovation that shapes our world and how we live in it.

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.

Responsibilities

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.

Qualifications, required skills and competencies

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.

Abilities

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.

Compensation

This is a part-time, permanent position (approx. 20–24 hours per week) in a hybrid work environment (2 days in-office, 1 day remote)offering a salary range between $19 - $21 CAD per hour (based on experience).

How to apply

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.