Administrative Officer / Agent •e administratif •ve

Pesce & Associates; Ottawa; On-site; CAD 52,000 - 55,000; Full time

Job summary

A feminist nonprofit in Ottawa seeks an Administrative Officer for a 10-month contract. The role involves general administration, financial support, and governance tasks. Ideal candidates are organized, detail-oriented, and thrive in collaborative environments. Fluency in English and French is preferred.

Qualifications

• 3+ years of administrative or logistical experience.
• Experience with M365 apps and Zoom.
• Fluency in English and French preferred.

Responsibilities

• Manage general office duties and member communication.
• Assist with financial administration and document management.
• Support Board meetings and donor stewardship.

Skills

Organizational skills

Attention to detail

Team collaboration

Self-motivation

Writing skills

Education

Relevant education

Tools

M365 apps

Zoom

WordPress

Canva

Slack

Notion

Dext

QBO

Constant Contact

Job description

Job Description :

Position: Administrative Officer [FRENCH POSTING BELOW]

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

Join our dynamic feminist team! Are you passionate about administration and ensuring smooth operations? Do you thrive in a collaborative, mission-driven environment where your organizational skills and attention to detail are valued? The National Association of Women and the Law (NAWL) seeks a proactive, detail-oriented Administrative Officer to join our vibrant Ottawa team. This role is perfect for someone proud of their administrative skills and eager to contribute to a feminist, intersectional organization.

NAWL is a nonprofit dedicated to advancing substantive equality for all women in Canada through law reform, focusing on issues like violence against women, reproductive justice, climate justice, and women’s economic security.

POSITION SUMMARY

The Administrative Officer plays a key role in ensuring NAWL’s smooth operation. Responsibilities include general office duties, member and donor communication, and providing administrative and logistical support to the team and projects. Ideal candidates enjoy ensuring efficiency, staying organized, and supporting a vibrant team. The position starts in June 2025 and ends on March 31st, 2026.

KEY RESPONSIBILITIES

General Administration

• Answer phone calls and monitor the organization inbox.
• File and scan incoming mail, sharing scans promptly.
• Maintain office supplies and handle orders.
• Assist the executive team administratively.
• Schedule meetings, take minutes, and serve as first contact for tech issues.
• Support onboarding of new staff, volunteers, and interns.
• Coordinate logistics for travel, events, and equipment setup.
• Support scheduling of webinars via Zoom.
• Liaise with service providers.

Financial Administration

• Assist with credit card and petty cash management.
• Track and file invoices, support annual audit.
• Deposit cheques, prepare expense claims, and handle GST/HST calculations.

Document Management

• Improve and maintain filing systems, digitize records.
• Review and format documents, including graphic design, copy editing, and short translations (if bilingual).
• Document key activities.

Governance Support

• Support Board meetings scheduling and logistics.
• Maintain Board contact info and minutes.

Donor Stewardship

• Ensure timely processing of charitable receipts.
• Maintain donor data, resolve duplicates, and generate reports.
• Prepare thank-you letters and assemble donor packages.

Other Tasks

• Handle basic tech issues, liaise with IT, and maintain tech inventory.
• Perform ad-hoc tasks as needed.

QUALIFICATIONS

Required:

• 3+ years of administrative or logistical experience.
• Excellent organizational skills, resourcefulness, and adaptability.
• Strong team collaboration and self-motivation.
• Attention to detail and strong writing skills.
• Experience with M365 apps and Zoom.
• Relevant education and experience.

Assets:

• Fluency in English and French (preferred).
• Experience with WordPress, Donor Perfect, Canva, Slack, Notion, Dext, QBO, Constant Contact.
• Experience in advocacy, feminist sector, or nonprofit work.

Work Environment

NAWL offers a 4-day workweek, Monday to Thursday. Applicants must be based in Ottawa and able to work in-office at least two days/week. Some outside-hours work may be required.

Equal Opportunity

NAWL values diversity and inclusion. We encourage applications from marginalized groups and provide accommodations upon request.

Application Instructions

Please submit:

• A CV
• A cover letter (up to 2 pages) explaining your relevant experience and fit for the role.

Applications are reviewed on a rolling basis starting May 12th, 2025. Selected candidates will complete an assignment, followed by an interview and reference check.