Administrative Coordinator

National Research Council of Canada; Ottawa; Hybrid; CAD 52,000 - 76,000; Full time

Benefits offered by this job

Bilingualism bonus

Pension plan

Health and dental coverage

Relocation assistance

Job summary

National Research Council of Canada in Ottawa is seeking an Administrative Coordinator to support the Client Agreements and Intellectual Property Branch. You will manage the Executive Director's calendar, correspondence, travel, and action requests, while coordinating meetings and travel, and supporting information management via SharePoint Online.

The role emphasizes developing and improving administrative practices, guiding managers on processes, and delivering efficient operations.

Qualifications

• Significant experience providing a broad range of administrative services to multiple clients (≥2 years).
• Experience interpreting, developing, implementing and/or improving administrative policies, procedures, and processes.
• Experience planning, coordinating, and delivering logistical support for meetings and events.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, SharePoint, Teams).
• Experience managing documents, records, data, and reporting, including data analysis and briefing materials.

Responsibilities

• Coordinate the Executive Director’s calendar, correspondence, travel and action requests.
• Support branch operations through time coordination, procurement, security badge coordination, training, and briefing materials.
• Coordinate, track, and respond to requests; support planning, reporting and information management (SharePoint Online).
• Provide guidance to managers on administrative processes and corporate requirements.
• Contribute to development and continuous improvement of administrative practices and systems.

Skills

Administrative coordination

Time management

Communication

Policy interpretation

Data analysis

Education

Secondary school education

Post-secondary degree/diploma in business administration, accounting, commerce

Tools

Microsoft 365

Outlook

Word

Excel

SharePoint

Teams

Job description

Select how often (in days) to receive an alert:

Priority may be given to the following designated employment equity groups: women, Indigenous Peoples* (First Nations, Inuit and Métis), persons with disabilities and racialized persons*.

* The Employment Equity Act, which is under review, uses the terminology Aboriginal peoples and visible minorities.

Candidates are asked to self-declare when applying to this hiring process.

OrganizationalUnit:Client Agreements and Intellectual Property

Classification:AS-2

Tenure:Continuing

Work arrangements:

Due to the nature of the work and operational requirements, this position may be eligible for a limited hybrid work arrangement (combination of working onsite and telework).

At the NRC, we recognize that Indigenous candidates may have important connections to their communities and you may be eligible for an exception to this work arrangement. Alternative work arrangements may also be considered to accommodate candidates as required. To learn more about these options, please contact the NRC Hiring team using the contact information below.

Discover the possible

The role

We are looking for a highly organized and proactive Administrative Coordinator to support our Client Agreements and Intellectual Property Branch (CAIP). The Administrative Coordinator would be someone who shares our core values of integrity, excellence, respect and creativity.

Reporting to the Team Leader, Business Operations Management, you will provide a broad range of administrative and operational support to the Branch, including coordinating the Executive Director’s calendar, correspondence, travel and action requests. You will support branch operations through time coordination, procurement activities, security badge coordination, training, briefing materials, meetings, and other administrative functions. You will also coordinate, track, and respond to requests, and support planning, reporting and information management (i.e., SharePoint Online) activities.

As the Branch’s primary administrative resource, you will provide guidance to managers and employees on administrative processes and corporate requirements; while helping to ensure the effective delivery of operations. You will contribute to the development, implementation, and continuous improvement of administrative practices, processes and systems in support of the Branch’s objectives.

Screening criteria

Applicants must demonstrate within the content of their application that they meet the following screening criteria in order to be given further consideration as candidates:

Education

Secondary school education according to provincial/territorial standards.

Preference may be given to candidates with a post-secondary degree or diploma in a field related to the position (i.e. business administration, accounting, commerce, etc.).

• Significant* and recent** experience in providing a broad range of administrative services and operational support, including on processes, procedures, tools, and corporate requirements, to multiple clients, including senior managers (Directors and above);
• Significant* experience interpreting, developing, implementing and/ or improving administrative policies, procedures, processes and practices within a federal government or comparable administrative environment;
• Significant* experience in planning, coordinating, and delivering logistical support for meetings, events, and other organizational activities;
• Significant* experience using Microsoft 365 applications, including Outlook, Word, Excel, SharePoint, and Teams, to support administrative and operational activities;
• Experience managing documents, records, data, and reporting processes, including tracking information, consolidating and validating content, maintaining databases or repositories, performing data analysis and manipulation, and preparing reports and briefing materials.

*Significant experience refers to at least two (2) years of experience.
**Recent experience is defined as within the last three (3) years.

Condition of employment

Reliability Status
For a Reliability Status, verification of background information over a period of 5 years is required.

Candidates will be assessed on the basis of the following criteria:

• Solid knowledge of administrative, operational and financial policies, processes, procedures, systems, and reporting requirements within a large organization, preferably within a Canadian federal government context;
• Solid knowledge of administrative best practices, with the ability to assess processes and recommend and implement improvements to enhance operational efficiency and service delivery;
• Strong ability to plan, coordinate, prioritize and manage multiple competing priorities and deadlines in a fast-paced environment;
• Ability to interact and communicate effectively with clients, staff and managers within the organization, both verbally and in writing, and to prepare clear, concise, and professional correspondence and briefing materials;
• Ability to analyze, synthesize and present qualitative and quantitative information to support decision-making, planning and reporting requirements;
• Ability to manage sensitive or complex issues by identifying risks, resolving problems, and coordinating appropriate responses.
• Management services - Client focus (Level 2)
• Management services - Communication (Level 3)
• Management services - Conceptual and analytical ability (Level 2)
• Management services - Organizational and environmental awareness (Level 2)
• Management services - Results orientation (Level 3)
• Management services - Teamwork (Level 3)

Competency Profile(s)

For this position, the NRC will evaluate candidates using the following competency profile: Management Services

In addition, the incumbent will receive the Bilingualism Bonus of$800 per year.

NRC employees enjoy a wide-range of competitive benefits including a robust pension plan, comprehensive health and dental coverage, disability and life insurance, office closure at the end of December, and additional supports to enhance your well-being throughout your career and beyond.

Notes

• In 2026, the NRC was chosen as one of Canada’s Top Employers for Young People, a National Capital Region Top Employer and Forbes Canada’s Best Employer.
• Relocation assistance will be determined in accordance with the NRC's directives.
• A pre-qualified list may be established for similar positions for a one-year period.
• Preference will be given to Canadian Citizens and Permanent Residents of Canada. Please include citizenship information in your application.
• The incumbent must adhere to safe workplace practices at all times.
• We thank all those who apply, however only those selected for further consideration will be contacted.

Please direct your questions, with the requisition number (26089) to:

Closing Date: 2 October 2026 - 23:59 Eastern Time