Executive Administrative Specialist — Governance & Operations

Canadian Science Publishing; Ottawa; Hybrid; CAD 56,000 - 69,000; Full time

Benefits offered by this job

Hybrid work environment

Health benefits

RRSP matching

Generous paid time off

Learning and development opportunities

Job summary

Canadian Science Publishing is seeking an Administrator to provide proactive administrative and coordination support to the senior leadership team, Board of Directors, and broader organization. Reporting to the Chief of Business Operations, you will manage schedules, travel, expenses, presentations, and communications.

The role offers remote-first with a flexible hybrid model, and opportunities to gain exposure to scientific publishing and corporate governance within a not-for-profit environment.

Qualifications

• Diploma in Office Administration or related field, or equivalent experience.
• Experience supporting senior management or leadership teams.
• Experience coordinating meetings, events, and projects.
• Proficiency with Microsoft 365 suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint).
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication; discretion with confidential information.

Responsibilities

• Provide administrative support to CEO and Chief of Business Operations including office operations and equipment.
• Coordinate travel arrangements and related logistics.
• Process expense claims for editors and board members; reconcile accounts.
• Prepare presentations, correspondence, and meeting materials using Microsoft 365.
• Draft and distribute communications; manage digital files and records.
• Support governance activities and board meeting logistics and minutes.
• Plan and execute organization-wide events and committee initiatives.

Skills

Microsoft 365 proficiency

Administrative support experience

Discretion and confidentiality

Education

Office Administration diploma

Tools

Word

Excel

PowerPoint

Outlook

Teams

SharePoint

Job description

Canadian Science Publishing is seeking an Administrator to provide proactive administrative and coordination support to the senior leadership team, Board of Directors, and broader organization. Reporting to the Chief of Business Operations, you will manage schedules, travel, expenses, presentations, and communications.

The role offers remote-first with a flexible hybrid model, and opportunities to gain exposure to scientific publishing and corporate governance within a not-for-profit environment.