Program & Administration Assistant

NGE Sports; Ottawa; Hybrid; CAD 64,000 - 78,000; Full time

Job summary

SeedChange is seeking a highly organized Program & Administration Assistant based in Ottawa with periodic telework flexibility. You will support programs, partners, staff, and leadership by coordinating quarterly financial reporting, organizing travel and events, and maintaining donor databases across domestic and international activities.

You’ll work under the Senior Executive Assistant, collaborating with teams across SeedChange’s Canadian and international programs to ensure timely, accurate

Qualifications

• Post-secondary education/training in administration, business, or program administration — or equivalent experience
• 3+ years of program support or project administration experience
• Experience coordinating processes with multiple deadlines, stakeholders, and documentation requirements
• Experience organizing meetings, events, and domestic/international travel
• Experience maintaining databases or administrative information systems
• Excellent organizational, planning, and time-management skills, with exceptional attention to detail
• Strong interpersonal and communication skills — you can follow up clearly, respectfully, and persistently
• Comfort with spreadsheets, reporting templates, and detailed records
• Proficiency with Google Workspace and Microsoft Office 365 (especially Excel, Outlook, Word, Teams, SharePoint)
• Sound judgment about when to elevate issues, and the ability to handle confidential information appropriately
• A collaborative, self-directed working style and a commitment to equity, inclusion, and respectful workplace practices
• Commitment to SeedChange's mission and values

Responsibilities

• Coordinate the quarterly financial reporting (QFR) process from start to finish — tracking deadlines, supporting partners with templates and guidance, reviewing submissions for completeness, following up on gaps, and compiling finished packages for Finance and program staff
• Organize logistics for meetings, workshops, conferences, and events — booking spaces, arranging travel, preparing materials, and liaising with vendors and travel providers, including for international program activities
• Keep our donor database accurate and current: updating records, running data-quality checks, preparing mailing lists and reports, and supporting fundraising staff with routine administrative needs
• Be a go-to point of contact for organizational inquiries, keep the office running smoothly, manage supplies and vendor relationships, and support document management and records retention
• Support onboarding and offboarding, maintain staff records, and help coordinate recruitment logistics, training, and staff engagement activities
• Maintain equipment and software inventories, liaise with IT service providers, support process documentation, and provide administrative cross-coverage across teams as needed

Skills

Organizational skills

Communication skills

Time management

Database experience

Google Workspace

Microsoft Office 365

Excel

Records management

Team coordination

Education

Post-secondary education in administration/business/program administration

Tools

Google Workspace

Microsoft Office 365

Excel

Outlook

SharePoint

Travel logistics tools

Job description

SeedChange | Finance & Administration

Department,

Full-time (100% FTE, 35 hrs/week) | Ottawa-based, with periodic telework flexibility | Unionized position | Starting Salary ($70,629.14 - Band 2, Step 1)

SeedChange is looking for a highly organized, detail-oriented Program & Administration Assistant to join our Finance & Administration team. This is a role for someone who genuinely enjoys bringing order to complexity — someone who can juggle multiple deadlines, keep dozens of moving pieces on track, and make sure nothing falls through the cracks.

You’ll play a central role in supporting SeedChange’s programs, partners, staff, and leadership — from coordinating quarterly financial reporting with our international partners, to organizing travel and events, to maintaining our donor database and supporting HR and office operations. If you thrive on structure, take pride in accuracy, and want your work to directly strengthen an organization working with partners internationally and across Canada, we’d love to hear from you.

Reporting to the Senior Executive Assistant, you’ll work closely with staff and partners across SeedChange’s Canadian and international programs.

What You’ll Do

Program & Partner Administration (25%)

Coordinate the quarterly financial reporting (QFR) process from start to finish — tracking deadlines, supporting partners with templates and guidance, reviewing submissions for completeness, following up on gaps, and compiling finished packages for Finance and program staff. You’ll also support broader program administration: records, reports, presentations, and logistics for partner visits and workshops.

Travel, Meetings & Event Logistics (15%)

Organize logistics for meetings, workshops, conferences, and events — booking spaces, arranging travel, preparing materials, and liaising with vendors and travel providers, including for international program activities.

Fundraising & Donor Database Administration (15%)

Keep our donor database accurate and current: updating records, running data-quality checks, preparing mailing lists and reports, and supporting fundraising staff with routine administrative needs.

General & Office Administration (15%)

Be a go-to point of contact for organizational inquiries, keep the office running smoothly, manage supplies and vendor relationships, and support document management and records retention.

Human Resources Administration (15%)

Support onboarding and offboarding, maintain staff records, and help coordinate recruitment logistics, training, and staff engagement activities.

Organizational Systems, IT Coordination & Cross-Coverage (15%)

Maintain equipment and software inventories, liaise with IT service providers, support process documentation, and provide administrative cross-coverage across teams as needed.

What You Bring

• Post-secondary education/training in administration, business, or program administration — or equivalent experience


• 3+ years of program support or project administration experience


• Experience coordinating processes with multiple deadlines, stakeholders, and documentation requirements


• Experience organizing meetings, events, and domestic/international travel


• Experience maintaining databases or administrative information systems


• Excellent organizational, planning, and time-management skills, with exceptional attention to detail


• Strong interpersonal and communication skills — you can follow up clearly, respectfully, and persistently


• Comfort with spreadsheets, reporting templates, and detailed records


• Proficiency with Google Workspace and Microsoft Office 365 (especially Excel, Outlook, Word, Teams, SharePoint)


• Sound judgment about when to elevate issues, and the ability to handle confidential information appropriately


• A collaborative, self-directed working style and a commitment to equity, inclusion, and respectful workplace practices


• Commitment to SeedChange's mission and values

Nice to have:

• Experience with grant, partner, or financial reporting processes


• Experience supporting international programs or partners across time zones


• Nonprofit or international development sector experience


• Fluency in French


• Experience with DonorPerfect or similar fundraising database software


• Familiarity with food sovereignty, sustainable agriculture, climate justice, or international cooperation

Working Conditions

This is an Ottawa-office-based position with periodic telework flexibility. The role involves extensive use of digital administrative tools, regular communication with Canadian and international colleagues and partners across time zones, and occasional travel and light physical tasks (e.g., moving office supplies or equipment). Some scheduling flexibility may be required to support international partners or time-sensitive activities.

How You'll Know You're Succeeding

You’ll know you’re thriving in this role when partner QFR submissions are tracked and complete, events and travel run smoothly with minimal last-minute scrambles, donor records are clean and reliable, and staff and partners come to you knowing they’ll get timely, professional support.

SeedChange is committed to building an inclusive, equitable workplace. We encourage applications from candidates of all backgrounds and experiences.