Administrative Assistant

Overview

The Administrative Assistant will aid the Executive Director and Operations team by liaising with members, WSC staff and the public. This role will provide key administrative support such as supporting key internal communications, booking meetings, making travel arrangements, processing expenses, replying to public inquiries and keeping the office running efficiently. The Administrative Assistant will report to the Director of Operations and Finance.

WSC practises employment equity and encourages applications from all qualified candidates. In particular, applications are encouraged from racialized people, Indigenous people, disabled people, queer and trans people, and women. If you wish to volunteer this information as part of your application, we encourage you to do so in your cover letter.

If you require any form of accessibility throughout this application, please let us know. We are committed to providing an inclusive workplace that supports the participation of all employees.

KEY RESPONSIBILITIES

• Manage routine office functions including scheduling and booking appointments
• Answer electronic enquiries
• Provide customer service to frontline workers and members of the public
• Arrange travel, related itineraries and make reservations
• Type and proofread correspondence, forms and other documents
• Perform administrative tasks, including processing expense reimbursements
• Manage logistics for training and development strategies
• Record, prepare and distribute minutes of members meetings, seminars and conferences online and in person
• Support the preparation of reports
• Support event logistics

Other Responsibilities

• Support database management and data entry as needed
• Compile data and statistics to support team projects
• Set up and maintain computerized information filing systems

KNOWLEDGE AND EXPERIENCE

• Two years’ (or more) experience in an administrative role
• Exceptional English writing skills, with the ability to communicate in plain language
• Self-starter with an ability to think strategically and problem-solve
• Ability to prioritize, multi-task and organize work effectively and under pressure
• Excellent attention to detail
• Ability to work within a small, vibrant team

Desirable:

• Knowledge of the gender-based violence and/or shelter sector
• Ability to communicate in French
• Understanding of project management principles
• Experience with Customer Relationship Manager (CRM) databases
• Experience working from an intersectional feminist approach

Work is primarily completed through a hybrid work model in Ottawa with staff coming into the office 2-3 days per week.

This position involves working at a computer for extended periods of time as well as virtual, phone, and in-person meetings. Some event attendance may be required.

Tagged as: Administration, Data entry, Event Coordination, Project coordination

Compensation

Annual salary is between $48,924 and $50,650, based on relevant experience. An employee benefits package is included with this position. This is a full-time, one-year contract with the possibility of renewal.

How to Apply

Interested candidates should submit a resume and cover letter explaining why this position is of interest and how your experience and skills will enable you to excel in this role. The deadline to apply is Wednesday, April 16. Please apply through CharityVillage. We thank all applicants, however, only those selected for an interview will be contacted.