Administrative Assistant

Goulbourn Museum; Ottawa; On-site; CAD 30,000 - 32,000; Part time

Job summary

Goulbourn Museum is seeking an organized Administrative Assistant to support the day-to-day operations and reporting, under the Acting Executive Director. The role focuses on improving administrative systems, records management, and funding administration within a community heritage organization.

The position is a three-month, part-time contract (15–20 hours per week) with potential extension, primarily on-site in Ottawa, with some flexibility based on project needs and scheduling.

Qualifications

• Strong organizational and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Proficiency with Google Workspace, spreadsheets, word-processing software, and common office tech.
• Experience with administration, records management, reporting, data entry, or admin systems is an asset.
• Experience in a museum, nonprofit, cultural, heritage, or community org is an asset.
• Ability to handle confidential information with discretion.

Responsibilities

• Support day-to-day operations of the Museum.
• Assist with reporting, funding administration, and general operations.
• Organize records and improve administrative processes.
• Coordinate information and prepare materials for boards and reports.
• Maintain calendars and track deadlines.
• Provide scheduling support and routine correspondence.

Skills

Organization

Communication

Time management

Google Workspace

Data entry

Confidentiality

Records management

Tools

Google Workspace

Job description

Position: Part-time, three-month contract, with possibility of extension

Hours: 15–20 hours per week

Regular Work Hours: Flexible within standard operating hours (Monday–Friday, 9:00 AM–5:00 PM). Occasional evening or weekend availability may be required. Some flexibility in scheduling is possible based on mutual agreement.

Compensation: 21.50–23.50 per hour, reflective of experience and relevant expertise.

Start Date: November 30, 2026, or as soon as possible

Location: Goulbourn Museum, 2064 Huntley Road, Ottawa ON K2S 1B8

(Primarily on‑site; hybrid arrangements may be considered depending on project needs and scheduling.)

Reports to: Acting Executive Director

Application Deadline: Sunday, November 22, 11:59 p.m.

We're Hiring: Administrative Assistant

Position: Part-time, three-month contract, with possibility of extension

Hours: 15–20 hours per week

Regular Work Hours: Flexible within standard operating hours (Monday–Friday, 9:00 AM–5:00 PM). Occasional evening or weekend availability may be required. Some flexibility in scheduling is possible based on mutual agreement.

Compensation: 21.50–23.50 per hour, reflective of experience and relevant expertise.

Start Date: November 30, 2026, or as soon as possible

Location: Goulbourn Museum, 2064 Huntley Road, Ottawa ON K2S 1B8

(Primarily on‑site; hybrid arrangements may be considered depending on project needs and scheduling.)

Reports to: Acting Executive Director

Application Deadline: Sunday, November 22, 11:59 p.m.

About Goulbourn Museum

The Museum is located on the traditional, unceded territory of the Algonquin Anishinàbeg. Housed in Goulbourn Township’s former Town Hall, built in 1872, Goulbourn Museum explores the area’s evolving history and the people, communities, and experiences that have shaped it over time.

About the Position

Goulbourn Museum is seeking an organized, detail-oriented Administrative Assistant to support the day‑to‑day operations of the Museum. Working with the Acting Executive Director and Museum staff, the successful candidate will help improve administrative systems, organize records, coordinate information, and support reporting, funding administration, and general operations.

This position is well suited to someone who enjoys organizing information, improving administrative processes, and contributing to a community-focused heritage organization.

Key Responsibilities

• Reporting and Statistics: Collect and compile departmental statistics, maintain tracking systems, and assist with preparing information for required reports.
• Records Management: Organize, scan, and maintain administrative records; improve digital filing practices; and assist with documenting records‑retention requirements.
• Strategic Planning and Funding: Provide research and administrative support for the Museum’s 2027 Strategic Plan, project planning, funding applications, and grant reporting.
• Board and Meeting Support: Prepare meeting materials, take notes at staff meetings, maintain action‑item lists, and assist with coordinating reports and documentation for Board meetings.
• Financial Administration: Organize financial records, receipts, invoices, and supporting documentation.
• Scheduling and General Administration: Maintain calendars, track deadlines, coordinate requests, assist with routine correspondence, and support other administrative priorities as required.

Qualifications and Skills

• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities, work independently, and meet deadlines.
• Proficiency with Google Workspace, spreadsheets, word‑processing software, and common office technology.
• Experience with administration, records management, reporting, data entry, or administrative systems is an asset.
• Experience in a museum, nonprofit, cultural, heritage, or community organization is an asset.
• Ability to handle confidential information with discretion.

Term and Compensation

This is a three‑month contract at 15–20 hours per week, with the possibility of extension based on operational needs and available funding. Compensation is 21.50–23.50 per hour, subject to approval by the Goulbourn Museum Board of Directors.

General Information

Goulbourn Museum is an equal opportunity employer. Offers of employment will be conditional upon satisfactory reference checks. Please note that there is no public transportation to the Museum site.