Administrative Specialist

Wabano Centre for Aboriginal Health; Ottawa; On-site; CAD 60,000 - 65,000; Full time

Benefits offered by this job

Comprehensive Group Health and Dental

Defined Benefit Pension Plan/HOOPP

Critical Illness Coverage

Wellness Spending Account

Employee and Family Assistance Program

Four weeks of paid vacation

Job summary

Wabano Centre for Aboriginal Health in Ottawa is seeking an Administrative Specialist to coordinate community wellness events, manage documentation, and support executive leadership. You will handle meetings, data collection, reporting, and communications to ensure efficient operations in a dynamic Indigenous health organization.

The role requires a post-secondary diploma in Office Administration, at least two years’ experience, and strong MS Office skills.

Qualifications

• Post-secondary completion in Office Administration or equivalent.
• Minimum of two years direct experience as an administrative assistant.
• Proficiency with Microsoft Office tools (Excel, Word, PowerPoint).
• Excellent communication skills, both oral and written.
• Strong organizational and interpersonal skills.
• Ability to thrive in a fast-paced, high-stress environment.
• Excellent time management and ability to work under pressure.

Responsibilities

• Book and coordinate meetings, including room setup and materials.
• Assist with all aspects of event coordination (speakers, travel, setup, cleanup).
• Record meeting minutes with actions, deliverables and timelines.
• Collect monthly data and input into the appropriate database.
• Generate monthly statistical reports.
• Prepare program flyers and other communication tools.
• Order and classify resources (documents, equipment, kits).
• Support the CEO by staying organized and tracking deadlines.
• Create templates and other administrative tools.
• Provide other administrative support to the CEO and staff.
• Collaborate with teams to support Wabano activities; perform other tasks as required.

Skills

MS Office proficiency

Excellent communication

Organizational skills

Interpersonal skills

Time management

Problem solving

Education

Office Administration post-secondary education

Tools

Excel

Word

PowerPoint

Job description

Administrative Specialist

Wabano is seeking positive, community-minded team members who are energized by challenge and motivated to serve our community.

The Wabano Centre for Aboriginal Health is an award-winning Health Access Centre that provides holistic health services to First Nation, Inuit, and Métis people living in Ottawa - one of the fastest growing and diverse urban Indigenous communities in Canada. Wabano is a fast-paced, client-oriented organization that models the Indigenous values of balance, respect, and community interdependence. Wabano is also proud to be accredited through the Canadian Centre for Accreditation, a third-party review based on accepted organizational practices that promote ongoing quality improvement and responsive, effective community services.

If you are the right person for this role, you are Indigenous, you understand how to stay organized, like to problem solve, and can prioritize things on a real-time basis.

The Role

Reporting to the CEO, the Administrative Specialist will assume a hands-on leadership role in the coordination and delivery of community wellness, culture and education events for community members and organizational partners.

Responsibilities

• Book and coordinate meetings, including booking the room, preparing materials, sending reminders to participants about the meeting and setting up/cleaning up the meeting space;
• Assist with all aspects of event coordination including booking speakers, arranging travel and event set up and clean up;
• Record team meetings in meeting minutes, which includes highlighting actions and deliverables, timelines and completed actions;
• Collect monthly data and input data into appropriate database as directed;
• Generates monthly statistical reports;
• Complete and/or edit reports as directed;
• Prepare program flyers and other communication tools;
• Order and classify resources (documents, equipment, information kits etc.);
• Help keep CEO organized, including filing, reminding CEO of upcoming deadlines, etc.
• Create templates and other administrative tools,
• Provide other administrative support to the CEO and other staff as required,
• Work collaboratively with teams to support Wabano activities on an ongoing basis; and
• Other administrative tasks as required.

Required Skills

We are looking for an individual that is motivated to find innovative ways to clearly communicate and articulate the processes that make lasting change.

• Post-secondary completion in Office Administration or other relevant program of study;
• Minimum of two years direct experience as an administrative assistant;
• Proficiency with Microsoft Office tools, particularly Excel, Word and PowerPoint with the aptitude to learn new programs;
• Excellent communication skills (oral and written) with the ability to edit documents and reports;
• Strong organizational and interpersonal skills;
• Experience working in a fast-paced, high stress environment with the ability to thrive;
• Excellent time management skills and the ability to work under pressure.

Salary

Range$60,000 - $65,000 per year + Benefits

Why work for us

You would be a part of a collaborative and supportive work environment, where 93% of staff report that their work at the Centre is meaningful and impactful.

Additionally, you would have access to:

• Comprehensive Group Health and Dental Insurance Coverage
• A Defined Benefit Pension Plan/ Employee Pension Plan with matching contribution from Wabano (HOOPP)
• Critical Illness Coverage
• Wellness Spending Account (renewed on an annual basis)
• An Employee and Family Assistance Program
• Four (4) weeks of paid vacation time

Application Details

First Nations, Inuit or Métis candidates will be given priority, please self-identify.

Wabano is committed to fostering an inclusive and equitable workplace. We welcome applications from all qualified candidates, including persons with disabilities and members of visible minorities.

Preference will be given to candidates of Indigenous ancestry (please self-identify in your application).

Wabano is dedicated to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity or interview, please let us know if you require accommodation.

We thank all applicants for their interest; however, only those selected for further consideration will be contacted.

Successful applicants will be required to provide a criminal reference check to work with a vulnerable population.

This posting is for an existing vacancy.All applications are reviewed by our hiring team;Wabano does not use artificial intelligence tools or artificial intelligence-enabled applications to screen or select candidates.