Job Description

Position Title: Administrative Assistant

Salary & Benefits: $55,000-$65,000 plus benefits, 3 weeks vacation and 2 week closure over Christmas, RRSP matching, 10 sick days, and much more.

Location: Ottawa, ON

Work Model: Hybrid, 3 days per week onsite

Additional Notes:

Our client is dedicated to advocating for the rights and interests of its community at both national and international levels. It works closely with government agencies and other key stakeholders to address systemic issues, including economic development, health, education, and language preservation. Through strategic collaboration, the organization strives to strengthen self-governance and improve the well-being of the community it serves. We are looking for an Administrative Assistant to help support their leadership team through a transitional period.

The Administrative Assistant provides high-level administrative support to the Senior Director, ensuring the efficient management of the Senior Director’s office. This role involves handling complex scheduling, managing communication, coordinating meetings, and facilitating key administrative tasks. The Executive Assistant serves as a critical liaison between the Senior Director, internal teams, governing members, and external stakeholders. This position requires a proactive individual with strong prioritization skills, attention to detail, and the ability to work effectively in a fast-paced, dynamic environment.

Key Responsibilities:

Administrative Support

• Manage the Senior Director’s inbox and calendar, ensuring timely responses and effective prioritization of tasks.
• Monitor and evaluate requests from the public, determining the appropriate course of action while maintaining alignment with the organization’s objectives.
• Brief the Senior Director on daily scheduling commitments and prepare necessary documentation.
• Research key issues requiring the Senior Director’s attention and compile briefing materials.
• Draft and proofread correspondence, ensuring accuracy and adherence to organizational standards.
• Maintain an organized and comprehensive filing system for easy access to documents and records.
• Work with sensitive information, ensuring confidentiality and compliance with privacy policies and regulations.

Meeting and Event Coordination

• Schedule and organize meetings, managing all logistical aspects, including travel arrangements, accommodations, catering, and A/V requirements.
• Prepare and distribute meeting agendas, materials, and minutes in a timely manner.
• Serve as the primary point of contact for committee members, addressing inquiries and providing necessary information.
• Act as a liaison between the Senior Director, staff, the community, parliamentary offices, and other stakeholders to ensure smooth communication and collaboration.
• Assist in the preparation of reports, presentations, and other documentation.
• Manage information in databases and spreadsheets to track meeting follow-ups and key deliverables.
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Other Duties

• Provide administrative support to senior leaders, including drafting memos, letters, and reports.
• Assist in special projects and initiatives as assigned.
• Perform other administrative duties as reasonably required.
• Respond to emails, calls, and inquiries promptly and professionally on behalf of the Senior Director.
• Distribute communication and key messages to internal and external stakeholders.
• Work closely with other administrative staff and support colleagues as needed.

The ideal candidate should possess a university degree in public administration or an equivalent combination of education and work experience. A minimum of three years of experience as an Administrator representing senior leadership is required. You will demonstrate the ability to work both independently and collaboratively within a strong team setting. A solid understanding of government operations is essential to your success. Experience in project management, including the ability to develop and deliver projects within scope and deadlines, is highly valued. Exceptional written and verbal communication skills, including strong writing, editing, and proofreading abilities, are critical for producing clear, concise, and error-free documents, reports, presentations, and correspondence. The candidate should be proficient in organizing national and international travel logistics and coordinating large-scale meetings. Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and familiarity with primary social media platforms are necessary. A high level of attention to detail, strong problem-solving skills, and excellent judgment are key attributes. The successful candidate should exhibit tact, diplomacy, discretion, and resilience in handling confidential information. Strong organizational, multitasking, and time-management skills are essential for thriving in a dynamic environment. Additionally, inclusivity and a commitment to fostering a diverse and equitable work environment are highly valued. 

What will make you stand out:

• Excellent multi-tasking and prioritizing skill. Proven time management and organizational skills
• Ability to build relationships throughout the organization
• Responsive within a timely manner
• Exceptional technology proficiency

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At Recruiting in Motion, we may leverage AI-powered tools in our recruitment process. AI will never reach out to our candidates directly. For personalized assistance or more details on our recruitment process, please contact our hiring team.

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