Administrative Assistant

Supporting the Executive Director (55%)

• Coordinate the Executive Director's calendar, including scheduling appointments and commitments
• Monitor and coordinate correspondence and electronic inquiries directed to the Executive Director
• Coordinate travel arrangements for the Executive Director, including transportation, accommodations, itineraries, meeting schedules, and related reservations

Internal Operations (25%)

• Type and proofread correspondence, forms and other documents
• Perform administrative tasks, including processing expense reimbursements
• Monitor and manage WSC's general information email account, responding to inquiries where appropriate and directing messages to the appropriate staff member for follow-up
• Maintain office supplies and materials, including monitoring inventory, coordinating orders and ensuring the office is adequately stocked
• Provide customer service to frontline workers and members of the public
• Compile data and statistics to support team projects
• Set up and maintain digital filing systems
• Other administrative duties as assigned

Membership and Meeting Support (20%)

• Record, prepare and distribute minutes of board and members' meetings, seminars and conferences online and in person
• Support online and in-person event logistics
• Support database management and data entry as needed

Knowledge and Experience

• Two years' (or more) experience in an administrative and/or executive assistant role
• Exceptional English writing skills, with the ability to communicate in plain language
• Self-starter with an ability to think strategically and problem-solve
• Ability to prioritize, multi-task and organize work effectively and under pressure
• Excellent attention to detail
• Ability to work within a small, vibrant team

Desirable:

• Knowledge of the gender-based violence and/or shelter sector
• Ability to communicate in French
• Experience taking meeting minutes
• Understanding of project management principles
• Experience with Customer Relationship Manager (CRM) databases
• Experience working from an intersectional feminist approach

Location

Work is primarily completed through a hybrid work model in Ottawa with staff coming into the office 2-3 days per week.

Working Conditions

This position involves working at a computer for extended periods of time as well as virtual, phone, and in-person meetings. Some event attendance may be required.

Compensation & Duration

Annual salary: $49,902 to $51,663, based on relevant experience. An employee benefits package is included with this position. This is a full-time, one-year contract with the possibility of renewal.

WSC practises employment equity and encourages applications from all qualified candidates. In particular, applications are encouraged from racialized people, Indigenous people, disabled people, queer and trans people, and women.

If you require any form of accessibility throughout this application, please let us know. We are committed to providing an inclusive workplace that supports the participation of all employees.