Administrative Assistant

Rosepat Opportunity Manager; Ottawa; Hybrid; CAD 50,000 - 52,000; Full time

Benefits offered by this job

Benefits package

Hybrid work model

Job summary

Women’s Shelters Canada (WSC) is seeking an Administrative Assistant to support the Executive Director and Operations team from Ottawa in a hybrid role. The position reports to the Operations Manager and involves calendar management, correspondence handling, and travel arrangements.

The role also covers internal communications, general office administration, event support, and responding to inquiries to ensure smooth operations. This is a full-time, one-year contract with possible renewal.

Qualifications

• Two years’ (or more) experience in an administrative or executive assistant role.
• Exceptional English writing skills, with clear/plain language.
• Ability to communicate in French.
• Strong prioritization, multi-tasking and problem-solving abilities.
• Experience taking meeting minutes and working with CRM databases.

Responsibilities

• Coordinate the Executive Director’s calendar, appointments and travel.
• Manage correspondence and inquiries directed to the Executive Director.
• Support internal operations: proofreading, expenses, and office logistics.
• Maintain digital filing and manage office supplies and inventory.
• Record, prepare and distribute minutes of board and member meetings.
• Assist with event logistics and data management as needed.

Skills

English writing

French communication

Organizational skills

Multi-tasking

Problem solving

Team collaboration

Attention to detail

Meeting minutes

Project management

CRM familiarity

Tools

CRM databases

Job description

ORGANIZATIONAL BACKGROUND

Women’s Shelters Canada (WSC) brings together 16 provincial and territorial shelter organizations and supports more than 620 shelters across the country for women and children fleeing violence. WSC is a unified voice on the issue of violence against women at the national/federal level. Together, we are a national, collaborative voice for systemic change with the goal of ending violence against women and children and gender-based violence. WSC works from an intersectional feminist framework. Shelters support women and children fleeing violence. We support the shelters.

You can read more about our vision, mission, and core values on our website .

OVERVIEW OF THE ROLE

The Administrative Assistant will aid the Executive Director and Operations team by liaising with members, WSC staff and the public. The role provides direct support to the Executive Director through calendar and meeting coordination, correspondence, travel arrangements, expense processing, preparation of meeting materials, follow-up on action items and other administrative priorities. The position also supports internal communications, office administration, event and meeting logistics, and responds to public and member inquiries to help ensure the efficient operation of the organization. The Administrative Assistant will report to the Operations Manager.

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

Supporting the Executive Director (55%)

• Coordinate the Executive Director’s calendar, including scheduling appointments and commitments
• Monitor and coordinate correspondence and electronic inquiries directed to the Executive Director
• Coordinate travel arrangements for the Executive Director, including transportation, accommodations, itineraries, meeting schedules, and related reservations

Internal Operations (25%)

• Type and proofread correspondence, forms and other documents
• Perform administrative tasks, including processing expense reimbursements
• Monitor and manage WSC’s general information email account, responding to inquiries where appropriate and directing messages to the appropriate staff member for follow-up
• Maintain office supplies and materials, including monitoring inventory, coordinating orders and ensuring the office is adequately stocked
• Provide customer service to frontline workers and members of the public
• Compile data and statistics to support team projects
• Set up and maintain digital filing systems
• Other administrative duties as assigned

Membership and Meeting Support (20%)

• Record, prepare and distribute minutes of board and members’ meetings, seminars and conferences online and in person
• Support online and in-person event logistics
• Support database management and data entry as needed

KNOWLEDGE AND EXPERIENCE

• Two years’ (or more) experience in an administrative and/or executive assistant 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
• Knowledge of the gender-based violence and/or shelter sector
• Ability to communicate in French
• Experience taking meeting minutes
• Understanding of project management principles
• Experience with Customer Relationship Manager (CRM) databases
• Experience working from an intersectional feminist approach

LOCATION

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

WORKING CONDITIONS

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.

COMPENSATION & DURATION

Annual salary is between $49,902 and $51,663, 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.