Administrative Assistant – PSP (Temporary Full Time)

Canadian Forces Morale and Welfare Services - CFMWS; Ottawa; Hybrid; CAD 40,000 - 55,000; Full time

Job summary

A community support organization in Ottawa is seeking an Administrative Assistant to provide essential support to various programs. The ideal candidate will have a college diploma and experience in office administration. This hybrid role includes managing records, assisting with meetings, and supporting new staff processes. Competitive health benefits and development opportunities are offered.

Benefits

Flexible work options

Healthcare spending account

Learning opportunities

Qualifications

• Some years of experience in office administration or related field.
• Experience in proofreading and editing.
• Experience in maintaining filing systems.

Responsibilities

• Provide administrative support to PSP staff including records management.
• Maintain lists pertinent to the Division including contact lists.
• Assist with conferences and meetings including logistical preparations.

Skills

Client focus

Organizational knowledge

Communication

Innovation

Teamwork

Leadership

Education

College diploma or certificate in office administration or related field

Tools

Microsoft Office Suite

Job description

Overview

CFMWS - WHERE PURPOSE MEETS PASSION!

At Canadian Forces Morale and Welfare Services (CFMWS), we’re more than just a workplace; we’re a proud community dedicated to supporting Canadian Armed Forces members, veterans and their families in their daily lives. We carefully curate and provide programs and services designed to meet their unique needs and enhance their mental, social, physical, financial and familial well-being. CFMWS employees deliver programs and services including recreation, sports and fitness programs, customized financial services, retail services, access to retail savings and discounts and offers family support and organizes charity events.

Our success stems from living our values. Our employees care about their role in supporting Canadian Armed Forces members, veterans and their families and act with integrity in all they do. Thriving in our close-knit environment, we act as one team with one mission. We constantly seek new ideas and creative ways to deliver the best possible programs and services.

As an employer, we offer a commitment to your health, wellness and growth. We provide a diverse range of roles across many locations and a career where you can make a meaningful impact.

THE ROLE

This is a hybrid position with an assigned work location allowing the employee to work partly from a corporate office and partly from a home office in accordance with the CFMWS Flexible Work Options Policy, and with approval from the direct manager.

Under the supervision of the Administrative Supervisor, the Administrative Assistant - PSP HQ works as a team member in the General Office, providing administrative support to Personnel Support Programs (PSP) staff, including records management, proof-reading and formatting documents, preparing files for review, distribution, and transmission, data entry and compilation, creating reports and spreadsheets, mass mail outs, and minute taking. You will maintain lists pertinent to the Division including contact, distribution, and mailing lists. You will assist with conferences and meetings including logistical preparations, set up, and collecting, preparing and organizing information. You will assist managers with new staff including in clearance, building passes, ID Cards, and obtaining IT resources and accounts. You will assist in the development and maintenance of Standard Operating Procedures within the General Office.

RESPONSIBILITIES

• Provide administrative support to PSP staff including records management, proofreading and formatting documents, preparing files for review, distribution, and transmission, data entry and compilation, creating reports and spreadsheets, and mass mail outs.
• Maintain lists pertinent to the Division including contact, distribution, and mailing lists.
• Assist with conferences and meetings including logistical preparations, setup, and organizing information.
• Assist managers with new staff including clearance, building passes, ID cards, and obtaining IT resources and accounts.
• Assist in the development and maintenance of Standard Operating Procedures within the General Office.

QUALIFICATIONS

Education, Certifications and Licenses

• College diploma or certificate in office administration, business administration, or a related field AND some years of experience in office administration or in a related field

Experience

• In office administration
• In proofreading and editing
• In data entry, data manipulation, record-keeping and retrieval techniques
• In maintaining filing systems
• In invoice processing
• In drafting correspondence and reports
• In making travel arrangements and processing travel claims
• In organizing meetings, events and conferences
• In designing, updating and maintaining electronic reporting forms
• In minute taking and transcribing notes
• In conducting research

Competencies

• Client focus, organizational knowledge, communication, innovation, teamwork and leadership

LANGUAGE REQUIREMENTS

• English or French Essential. Bilingual (English and French) an asset
• Reading: Functional
• Writing: Functional
• Oral: Functional

BENEFITS

• Health Benefits : Drug coverage, healthcare spending account, virtual care (telemedicine), Employee and Family Assistance Program, mental health support, travel insurance, dental, vision, life insurance and disability insurance.
• Work Life Balance : Flexible work options and a wide range of paid / unpaid leave, including paid vacation, family related leave and personal days.
• Retirement Planning : Group Savings Plans.
• Learning and Development : Payment of professional association memberships, online learning opportunities including a LinkedIn Learning subscription and second language training.
• Perks : Discounts through CF One Member Appreciation.

Explore all the benefits CFMWS offers by visiting: https://cfmws.ca/Benefits

OTHER INFORMATION

This is a hybrid position with an assigned work location allowing the employee to work partly from a corporate office and partly from a home office in accordance with the CFMWS Flexible Work Options Policy, and with approval from the direct manager.

START DATE

03 November 2025

INCLUSION AND ACCOMMODATION

CFMWS is committed to providing an inclusive, equitable and accessible environment, where all employees feel valued, respected and supported. We welcome applications from all qualified candidates who can help us build a workforce that reflects the diversity of Canadian society. If contacted in relation to a job opportunity or assessment, you should advise the recruitment team in a timely fashion of the accommodation measures which must be taken to enable you to be assessed in a fair and equitable manner. Information received relating to accommodation measures will be addressed confidentially.