Casual Office Administrator

Ottawa Catholic School Board; Ottawa; On-site; CAD 40,000 - 60,000; Full time

Job summary

An established industry player is looking for a dedicated Administrative Assistant to join their team. This role offers a unique opportunity to contribute to a collaborative and caring environment. You will coordinate various administrative tasks, support departmental functions, and assist with logistics for meetings and events. If you thrive in a fast-paced setting and are passionate about making a difference, this position is perfect for you. Join a team that values social outcomes and teamwork, and help drive impactful initiatives in the health sector.

Qualifications

• 1-3 years of relevant experience in a fast-paced environment.
• Strong proficiency in MS Office Suite and CRM software.

Responsibilities

• Coordinate expense reports and assist with departmental budgets.
• Manage travel arrangements and support calendar management for Director.
• Assist in staff recruitment and prepare meeting materials.

Skills

Office Administration

Customer Relationship Management

MS Office Suite

Bilingual (English/French)

Education

Diploma or Certificate in Office Administration

Tools

Salesforce

SharePoint

ExpensePoint

Job description

Our client, a leading national nonprofit organization in the health space is seeking an administrative assistant to join their team. If you are passionate about people and social outcomes and are interested in working in a collaborative and caring environment this is a great opportunity for you! This will begin as an 11 week contract with a likelihood of extension.

DUTIES & RESPONSIBILITIES

• Coordinate expense reports, code and process departmental invoices, and assist team leadership with monthly credit card reconciliations and the department budget as requested.
• Coordinate external and internal meetings, events, and teleconferences, including supporting calendar management for Director.
• Coordinate travel arrangements primarily for Director and offer related support for department and stakeholders when required.
• Develop and maintain electronic filing systems.
• Occasionally fill in for the office receptionist and / or other administrative assistants as needed.
• Format materials including contracts, memos, reports, letters, and presentations.
• Conduct data entry and track various department operations (e.g., reporting requests, budget tracking).
• Support staff recruitment including setting up interviews and preparing documentation.
• Assist in the preparation of agendas and take minutes at key meetings.
• Support key meetings and events with logistics and delivery (e.g. registration, monitor online chat, high level tech support).
• Support the planning and delivery of departmental retreats and other activities.
• Meet regularly with the director and department managers; participate in weekly departmental meeting.
• Prepare meeting material and manage shipping.
• Coordinate and manage office supplies for the department.
• Liaise with other departments such as Finance, IT, HR, Communications, to support duties and other requests.

QUALIFICATIONS :

• Diploma or certificate in office administration, or a combination of similar training and experience.
• 1 to 3 years’ of relevant experience working in a fast-paced environment.
• Prior experience working with customer relationship management software (e.g., Salesforce or Constant Contact), SharePoint and / or ExpensePoint is an asset.
• Strong Proficiency with MS Office Suite
• Proficiency in French considered a strong asset