Administrative Officer / Agent·e administratif·ve

Pesce & Associates Human Resources Consultants; Ottawa; Hybrid; CAD 52,000 - 55,000; Full time

Job summary

Join a dynamic feminist organization as an Administrative Officer, where your organizational skills will help ensure smooth operations. This full-time role offers a unique opportunity to contribute to a nonprofit dedicated to advancing women's rights in Canada. You will handle diverse tasks, from administrative support to donor stewardship, in a collaborative environment. With a flexible 4-day workweek and a hybrid work model, this position is perfect for someone passionate about making a difference while enjoying a balanced work-life dynamic. If you're detail-oriented and thrive in a mission-driven setting, we want to hear from you!

Qualifications

• 3+ years of experience in administrative and logistical roles.
• Strong writing skills with attention to detail.
• Ability to work collaboratively and independently.

Responsibilities

• Manage general office duties and member communication.
• Provide logistical support for meetings and events.
• Assist with financial administration and donor stewardship.

Skills

Administrative Procedures

Organizational Skills

Communication Skills

Attention to Detail

Team Collaboration

Flexibility

Education

Relevant Education

Tools

M365 Apps (SharePoint, Word, Excel, PowerPoint)

Zoom

WordPress

Donor Perfect

Canva

Slack

Notion

Dext

QBO

Constant Contact

Job description

Administrative Officer

[FRENCH POSTING BELOW]

Position type: 10-month contract, full time, four days a week (32 hours)

Location: Ottawa (Hybrid, at least two days a week in the office)

Salary Range: $52,000-$55,000 annually

Come join our dynamic feminist team! Do you have a passion for administration and keeping things running smoothly? Are you energized by working in a collaborative, mission-driven environment where your organization skills and attention to detail truly matter? The National Association of Women and the Law (NAWL) is seeking a proactive, detail-focused Administrative Officer to join our vibrant team in Ottawa, ON. This role is ideal for someone who takes pride in administrative work and is eager to contribute their skills to a feminist, intersectional organization.

NAWL is a nonprofit organization dedicated to advancing substantive equality for all women in Canada through law reform, particularly at the federal level. Our work addresses many areas of women’s rights, including violence against women, reproductive justice, climate justice, and women’s economic security.

POSITION SUMMARY

As our Administrative Officer, you’ll play a crucial role in ensuring the smooth operation of NAWL. Your primary responsibilities will include general office duties, member and donor communication, and providing administrative and logistical support to the team and various projects. This role is ideal for someone who enjoys making sure everything runs efficiently, stays organized, has a strong attention to details, and takes pride in supporting the work of a vibrant team.

This is a full-time position starting in June 2025 and ending on March 31st, 2026.

KEY RESPONSIBILITIES

RESPONSIBILITIES OF THE ADMINISTRATIVE OFFICER

General Administration

• Answer phone calls and monitor our general organization inbox.
• File and scan all incoming mail, sending scans to team members promptly.
• Maintain office supplies and order as required.
• Provide administrative assistance to the executive team.
• Schedule meetings and take minutes.
• Serve as the first point of contact for basic tech issues, managing passwords, liaising with IT support, and maintaining tech inventory.
• Support the onboarding of new employees, volunteers, and interns.
• Provide logistical support, including booking travel, accommodation, event spaces, arranging catering, and setting up audio/visual equipment.
• Provide support to the team to schedule webinars through Zoom.
• Liaise with equipment and service providers.

Financial Administration

• Assist the Executive Director in managing the use of the NAWL credit card and petty cash.
• Track invoices and file them appropriately.
• Provide administrative support for NAWL’s annual audit.
• Deposit and log cheques.
• Prepare or review expense claims and prepare GST & HST calculations.

Document management

• Improve and maintain the filing system for hard and electronic files; organize and archive records and documents, and digitize hard copies.
• Review and format documents, including simple graphic design, copy editing, and short translations as needed (if bilingual).
• Document key activities.

Governance Support

• Provide scheduling and logistical support for meetings of the Board of Directors and Board committees.
• Maintain current Board contact information and email distribution list.
• Attend Board Committee meetings and take minutes (including occasional meetings outside of regular office hours).

Donor Stewardship

• Support donor stewardship, including ensuring all charitable receipts are completed in a timely manner.
• Maintain, input, and extract information into/from Donor Perfect.
• Maintain consistent donor/client information, either as a new entry or by reviewing, correcting, deleting, or re-entering data in existing accounts.
• Regularly check for and resolve duplicate donor accounts.
• Provide reports and segment mailing lists as needed.
• Prepare thank-you letters and help assemble donor packages.

Other

• Serve as the first point of contact for basic tech issues, managing passwords, liaising with IT support, and maintaining tech inventory.
• Perform ad-hoc tasks as needed to support the work of the NAWL team.

QUALIFICATIONS

Required

• 3+ years of experience with regular administrative procedures and/or logistical roles.
• Well-organized, resourceful, able to accurately prioritize tasks, and adapt to changing circumstances.
• Ability to work collaboratively as a team member and independently when appropriate.
• Flexibility and adaptability to different working styles and processes.
• Strong writing skills, with particular attention to detail.
• Required knowledge and experience with M365 apps (SharePoint, Word, Excel, PowerPoint, etc.) and Zoom.
• Willingness and desire to learn new programs and apps as needed.
• Relevant education and experience pertaining to the position.

Assets

• Fluent in both English and French (strongly preferred).
• Experience using any of the following tools: WordPress / Donor Perfect / Canva / Slack / Notion / Dext / QBO.
• Experience and knowledge of email distribution tools (Constant Contact).
• Experience working in advocacy, the feminist sector or a nonprofit.

Work environment and work conditions

• As a feminist employer, NAWL offers a 4-day workweek, Monday to Thursday.
• Indicate in your application if you are based in the Ottawa region, and if you are able to work in-person at NAWL’s Ottawa office at least two days per week. This is a requirement for this position.
• You may occasionally have to work outside of normal work hours (for example, evening meetings or events, weekend staff retreat).

Equal opportunity

NAWL values the unique skills and experiences each individual has to offer and we are committed to creating an inclusive and accessible organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation to participate fully in our recruitment processes, please let us know when we contact you.

NAWL is an equal opportunity employer seeking to live its values in all we do. We are committed to taking proactive steps to provide and create opportunities for historically marginalized groups. We seek applicants who will strengthen our commitment to diversity, equality, and inclusion. We strongly encourage qualified candidates from Indigenous, Black, and other racialized persons, 2SLGBTQI+ people, individuals with disabilities, and other members of marginalized communities to consider working with and for NAWL. We recognize that structural barriers shape experiences and job qualifications, and therefore we seek to use employment equity to evaluate candidates who meet the required qualifications.

If you are comfortable doing so, you are encouraged in your cover letter to identify as a member of an equity-deserving group.

Women and gender-diverse individuals often hesitate to apply when they do not meet 100% of the posted criteria. If you believe you would be a good match, please apply indicating your strengths and opportunities for growth, even if you don’t have every skill we are looking for.

How To Apply

Please include:

• a complete CV
• a cover letter of up to two pages explaining your most relevant experiences and how you meet the requirements for this position.

Applications will be received on a rolling basis and evaluated starting May 12th, 2025 and until the position is filled.

Candidates whose applications pass the screening process will be asked to do a one-hour assignment to evaluate required skills. Additionally, an interview and reference check will take place.