Administrative Assistant

Position: Administrative Assistant

Location: Ottawa

Salary: $47,000-$53,000 plus full benefits, vacation, and RRSP

Job Type: Full-time permanent

Work Model: Remote with availability to work in Ottawa office is required as needed

Posting Type: Open vacancy

Our client, a leading not for profit, is seeking a highly organized and detail-oriented Administrative Assistant to provide administrative, coordination, and operational support in a collaborative team environment. This role plays an important part in ensuring the efficient delivery of organizational activities by supporting meetings, projects, communications, and day-to-day administrative functions.

Key Responsibilities include but not limited to

- Provide administrative support to team members and leadership as required.

- Coordinate schedules, meetings, and organizational activities.

- Maintain records, databases, filing systems, and other administrative documentation.

- Assist with tracking projects, timelines, deliverables, and action items.

- Prepare, organize, and distribute materials and documentation as needed.

- Support onboarding, recruitment, and other administrative processes.

- Assist with reporting, budgeting, and other operational activities.

- Coordinate logistics for meetings, events, workshops, and other organizational activities.

- Schedule meetings and assist with the preparation and distribution of meeting materials.

- Support both virtual and in-person meetings, including technology setup and troubleshooting.

- Liaise with vendors, venues, and service providers as required.

- Assist with event setup, attendee support, and post-event follow-up activities.

- Monitor shared inboxes and respond to or direct inquiries appropriately.

- Manage incoming and outgoing mail, courier services, and deliveries.

- Coordinate office supplies, equipment, and general administrative resources.

- Support basic technology and office operations coordination.

- Respond to routine inquiries from internal and external stakeholders.

- Assist with updating organizational information, documents, and digital content.

- Support communication initiatives and administrative aspects of information sharing.

- Contribute to special projects and organizational initiatives.

- Provide flexible support to meet team and operational needs.

Qualifications and skills

- Post-secondary education in business administration, office administration, communications, or a related field, or an equivalent combination of education and experience.

- Previous experience in an administrative, coordination, customer service, or office support role working with the Board and governance a definite asset.

- Strong organizational and time-management skills with the ability to manage multiple priorities.

- Experience coordinating meetings, events, projects, or administrative processes.

- Proficiency with Microsoft Office and other common business technologies.

- Experience working with databases, content management systems, or collaboration tools is considered an asset.

- Strong written and verbal communication skills.

- Experience supporting a professional, association, non-profit, corporate, or public-sector environment is an asset.

- Bilingualism or proficiency in FRENCH is considered an asset.

- Excellent organizational skills and attention to detail.

- Strong interpersonal and relationship-building abilities.

- Professionalism, discretion, and the ability to handle confidential information appropriately.

- Strong communication skills, both written and verbal.

- Ability to work independently and collaboratively within a team environment.

- Reliability, dependability, and a positive attitude.

Our client offers a terrific team environment and full remuneration plan.

To be considered ASAP please email your resume to Rona Geringer at ***email_hidden***.

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All applications are reviewed by our recruitment team, and hiring decisions are made by people. We may also use AI-enabled tools to support parts of the application review process.