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 rgeringer@quantum.ca.
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