Administrative Assistant

Future Generations Foundation; Ottawa; On-site; CAD 60,000 - 80,000; Part time

Job summary

A nonprofit organization in Ontario is seeking an Administrative Assistant to provide vital support to the operations team and Board of Trustees. Responsibilities include coordinating logistics, maintaining schedules, and assisting with document preparation. Ideal candidates will have a secondary school diploma and relevant experience, preferably with Indigenous communities. This role is permanent part-time, requiring 22.5 hours per week, with a preference for individuals of Indigenous ancestry.

Qualifications

• Minimum two years' work experience in a similar position.
• Experience working with First Nations and Indigenous communities.
• Experience in a not-for-profit environment is an asset.

Responsibilities

• Assist the operations team in organizational strategies and plans.
• Coordinate logistics and document preparation for administrative tasks.
• Maintain calendars and schedule meetings.
• File and organize all correspondence and resource materials.

Skills

Excellent communication skills

Proficiency in written and oral English

Strong computer skills in Adobe, Word, PowerPoint and Excel

Attention to detail and accuracy

Tact and diplomacy

Knowledge of Indigenous languages

Education

Secondary school diploma and certificate in administrative studies

Bachelor's degree from a recognized university

Job description

Overview

Future Generations Foundations mission is to provide resourcing to create meaningful opportunities that improve the quality of life for First Nations.

The Administrative Assistant's primary focus is to provide administrative support to the FG Foundation operations team and Board of Trustees. They perform all general office work, clerical duties, data storage, collection and processing of information necessary for the effective operation of the FG Foundation’s operations. Reporting to the Finance & Operations Manager, the Administrative Assistant is responsible for day-to-day execution of plans, overall effectiveness, organizational efficiency and alignment with the strategic plan. The incumbent assists the FG Foundation in monitoring the progress and results of the Foundation’s strategic plan implementation.

Key Responsibilities

• Assist the FG Foundation’s operations team in implementing organizational strategies and plans that support the strategic plan and meet goals, including shared accountability for upholding the vision, mission and values of the organization.
• Coordinate logistics, document preparation, and administrative tasks including reimbursement of travel expenses and events.
• Prepare draft correspondence and use mail merging techniques.
• Maintain calendars, schedule meetings, appointments and send reminders.
• Coordinate travel arrangements, prepare purchase orders and prepare and distribute itineraries.
• File, classify and organize all incoming correspondence, reports and studies and maintain a file index of all correspondence and resource materials.
• Monitor generic emails for the FG Foundation.
• Register FG Foundation participants for conferences and workshops.
• Perform other related duties as requested by the Finance & Operations Manager.

Education and Experience

• Secondary school diploma and certificate in administrative studies or an equivalent combination of education and experience.
• Bachelor's degree from a recognized university is an asset.
• Minimum two years' work experience in a similar position.
• Experience working with First Nations and Indigenous communities or organizations.
• Experience working in a not-for-profit environment is an asset.

Knowledge and Skills

• Excellent communication skills, proficiency in written and oral English. French is an asset.
• Knowledge of Indigenous languages is an asset.
• Strong computer skills in Adobe, Word, PowerPoint and Excel.
• Tact and diplomacy in dealing with sensitive and confidential matters.
• Strong attention to detail and accuracy.
• Openness and sensitivity to Indigenous worldviews, cultures and languages would be considered an asset.
• Knowledge and some understanding of the FG Foundation's mission, vision, values and activities, as well as the Administration Plan and the context of education programs managed by the FG Foundation.

Other Information

• Who can apply: Persons of Indigenous ancestry will be given preference (s. 16(1) CHRA).
• Salary Range: Commensurate with job requirements, experience and education (within the limits of the salary grid).
• Location: Akwesasne or Ottawa, Ontario.
• Duration: Permanent Part-Time, 22.5 hours per week.
• Employment Type: Full-Time
• Department / Functional Area: Operations
• Experience: years
• Vacancy: 1
• Closing Date: September 29, 2025 or until filled.

Qualified individuals are invited to submit a cover letter demonstrating how they meet the criteria along with a current resume. Online at: Email: Future Generations Foundation is an equal opportunities employer committed to providing an inclusive and barrier-free work environment starting with the hiring process. Applicants selected for an interview who require accommodation are asked to advise Human Resources of their specialized information; any information received in relation to accommodation will be treated as confidential.

Interviews will be held in a virtual environment. While we appreciate all applications, only those candidates short-listed for an interview will be contacted. The FG Foundation may cancel, postpone or revise employment opportunities at any time.