Administrative Assistant, Ottawa job at IMPACT

Administrative Assistant, Ottawa job at IMPACT

JOB DETAILS:
Administrative Assistant, Ottawa
Salary Range: $45,400 to $ 60,042 CAD pro-rated
Location: Ottawa, Canada (remote)
Language: English/French bilingual
Closing Date: December 17, 2023

Overview
The Administrative Assistant provide general, day-to-day administrative support required for the organization to run effectively and efficiently. They work under the direct supervision of the Director of Operations, as well as work closely with the Executive Director and other members of the Leadership team.

Candidates must be fluent in either English or French and be able to communicate with colleagues in the other language. The selected candidate must be based in the Ottawa region and will be required at times to travel within the Ottawa area (for example: IMPACT’s office downtown, embassies, post office). Staff can work from home or IMPACT’s co-working space in downtown Ottawa.

Primary Responsibilities
The Administrative Assistant supports general administration for the smooth day-to-day operations of the organization. They provide
▪ Provide general support to the team by scheduling meetings and taking detailed minutes.
▪ Providing support to the Board of Directors, including meeting scheduling and distribution of board materials.
▪ Support in the preparation of reports, compiling documents, formatting according to requirements.
▪ Supporting correspondence, maintaining contact lists.
▪ Office management including filing documents, ordering any needed office supplies, and booking additional event spaces for meetings.
▪ Supporting travel arrangements including liaising with staff, travel agents.
▪ Coordinating applications for staff visas.
▪ Supporting the organization of IMPACT events including staff retreats, workshops, or conferences.
▪ Special projects and other tasks as assigned.

Required Qualifications & Skills
Candidates are asked to clearly demonstrate in their applications how they meet the requirements of the position.
▪ At least 2 years of relevant experience, preferably in the non-profit sector.
▪ Demonstrated interest and experience in the international non-profit sector, preferably with experience internationally.
▪ Excellent computer skills and proficiency in the Microsoft Office Suite.
▪ Outstanding communication skills – fluent in either English or French and be able to communicate with colleagues in the other language.
▪ Demonstrated ability to handle multiple tasks, projects, and priorities effectively and professionally.
▪ Demonstrated ability to be proactive, take initiative, and learn quickly.
▪ Team player in an intercultural environment.
▪ Strong attention to detail.
▪ Undergraduate degree or equivalent in fields such as Administration, Human Rights, International Relations preferred.

Additional Details
This is a full-time salaried position. It is eligible for four weeks’ paid vacation and health care benefits.

Candidates must be based in the Ottawa region. IMPACT has flexible work-from-home arrangements for staff in Canada. Staff can work from home or have access to IMPACT’s co-working space in downtown Ottawa. A monthly in-person meeting is held in Ottawa, which all staff are required to attend.

The selected candidate must be based in and eligible to work in Canada.

About IMPACT
IMPACT transforms how natural resources are managed in areas where security and human rights are at risk. We investigate and develop approaches for natural resources to improve security, development, and equality. We are an independent non-profit, collaborating with local partners for lasting change.

IMPACT is headquartered in Ottawa, Canada and has offices in Democratic Republic of Congo, Uganda, and Côte d’Ivoire, as well as projects in Burkina Faso, Mali, and Zimbabwe. Learn more at www.impacttransform.org

Job application procedure
Send the following information by email to jobs@impacttransform.org
• A cover letter explaining your interest in the position
• Your curriculum vitae

In the subject of the email please state: the position you are applying for and your name.

We thank all candidates but only those selected for an interview will be contacted. Due to the volume of applications received, we ask that you do not follow up on your application.

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