Position: Administrative Assistant Location: Ottawa Salary: $47,000-$53,000 plus full benefits, vacation, and RRSP Job Type: Full-time permanent Work Model: Remote with availability to work in Ottawa office is required as needed Posting Type: Open vacancy

Our client, a leading not for profit, is seeking a highly organized and detail-oriented Administrative Assistant to provide administrative, coordination, and operational support in a collaborative team environment. This role plays an important part in ensuring the efficient delivery of organizational activities by supporting meetings, projects, communications, and day-to-day administrative functions.

Key Responsibilities include but not limited to:

• Provide administrative support to team members and leadership as required.
• Coordinate schedules, meetings, and organizational activities.
• Maintain records, databases, filing systems, and other administrative documentation.
• Assist with tracking projects, timelines, deliverables, and action items.
• Prepare, organize, and distribute materials and documentation as needed.
• Support onboarding, recruitment, and other administrative processes.
• Assist with reporting, budgeting, and other operational activities.
• Coordinate logistics for meetings, events, workshops, and other organizational activities.
• Schedule meetings and assist with the preparation and distribution of meeting materials.
• Support both virtual and in-person meetings, including technology setup and troubleshooting.
• Liaise with vendors, venues, and service providers as required.
• Assist with event setup, attendee support, and post-event follow-up activities.
• Monitor shared inboxes and respond to or direct inquiries appropriately.
• Manage incoming and outgoing mail, courier services, and deliveries.
• Coordinate office supplies, equipment, and general administrative resources.
• Support basic technology and office operations coordination.
• Respond to routine inquiries from internal and external stakeholders.
• Assist with updating organizational information, documents, and digital content.
• Support communication initiatives and administrative aspects of information sharing.
• Contribute to special projects and organizational initiatives.
• Provide flexible support to meet team and operational needs.

Qualifications and skills:

• Post-secondary education in business administration, office administration, communications, or a related field, or an equivalent combination of education and experience.
• Previous experience in an administrative, coordination, customer service, or office support role working with the Board and governance a definite asset.
• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Experience coordinating meetings, events, projects, or administrative processes.
• Proficiency with Microsoft Office and other common business technologies.
• Experience working with databases, content management systems, or collaboration tools is considered an asset.
• Strong written and verbal communication skills.
• Experience supporting a professional, association, non-profit, corporate, or public-sector environment is an asset.
• Bilingualism or proficiency in FRENCH is considered an asset.
• Excellent organizational skills and attention to detail.
• Strong interpersonal and relationship-building abilities.
• Professionalism, discretion, and the ability to handle confidential information appropriately.
• Strong communication skills, both written and verbal.
• Ability to work independently and collaboratively within a team environment.
• Reliability, dependability, and a positive attitude.

Our client offers a terrific team environment and full remuneration plan. To be considered ASAP please email your resume to Rona Geringer at rgeringer@quantum.ca.

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