Administrative Assistant

Job summary

The Administrative Assistant manages leadership calendars, coordinates meetings, and handles logistics for special events. They also provide general administrative support, including document preparation, records management, and processing expense claims.

Job details

POSITION PROFILE: ADMINISTRATIVE ASSISTANT Reports to: Executive Support and Administrative Services Manager Position Status: Building Pool ABOUT THE CANADIAN CENTRE ON SUBSTANCE USE AND ADDICTION The Canadian Centre on Substance Use and Addiction (CCSA) changes lives by bringing people and knowledge together to reduce the harms of alcohol and other drugs on society. We partner with public, private and non-governmental organizations (NGOs) to improve the health and safety of people living in Canada. An NGO with a national focus, CCSA envisions a healthier Canadian society where evidence transforms approaches to substance use. ACKNOWLEDGEMENT CCSA acknowledges that First Nations, Métis and Inuit people are the holders of Traditional Indigenous Knowledge. We respect the power of the Indigenous ways of knowing and of Traditional Indigenous Knowledge and commit to learning about and incorporating this knowledge into our work with proper guidance. ABOUT THE POSITION Reporting to the Executive Support and Administrative Services Manager or their designate and supporting members of the leadership team, the Administrative Assistant provides support through a range of administrative duties. This position is part of an administrative support team that assists other divisions within CCSA as needed. RESPONSIBILITIES AND ACCOUNTABILITIES * Manages and maintains the leaders’ Outlook calendars * Prepares documents such as reports and spreadsheets and related items such as graphs * Coordinates and sets up meetings and provides support to ensure they operate smoothly * Manages logistics around special events (e.g., venue selection, catering, technical requirements, registration, hotel and travel arrangements) and provides support to ensure they operate smoothly * Records minutes for division meetings and other meetings as required * Nurtures reciprocal relationships, which may include First Nations, Métis and Inuit communities and national Indigenous organizations, including Thunderbird Partnership Foundation, Assembly of First Nations, the Métis National Council and Inuit Tapiriit Kanatami * Monitors, responds to and tracks information requests from internal and external collaborators by email and phone * Updates contact databases and records management systems, and provides training to division staff on these information systems as required * Maintains and updates the division’s processes and orientation binder, and provides training to new division staff on these processes as required * Supports staff in assigned project-based work * Records division staff’s leave in the Outlook calendar * Provides administrative support to the leaders and division staff (e.g., photocopying, filing, word processing, creating documents, creating and assembling meeting packages, managing Excel files) * Reviews divisional expense claims and submits them to the leader for approval * Performs related duties as assigned by the leader, Executive Support and Administrative Services Manager or their designate. This position profile is designed to provide an overview of the main responsibilities for the role. Other responsibilities not identified in this position profile may be assigned based on the person’s experience and operational requirements. QUALIFICATIONS * A minimum of two years’ experience working in a similar role. A combination of experience and education will be considered. * Relevant training, preferably through a diploma program, a degree program or both * Excellent skills with Microsoft Office (i.e., Outlook, Word, Excel, PowerPoint) and experience working with databases and online document management systems * Significant experience with electronic calendar management * Organizational, time-management and support skills, including an ability to manage conflicting workloads, determine priorities and accept personal responsibility for the completion of tasks * Ability to exercise discretion and demonstrate effective judgment and decision-making skills * Strong communication skills — verbal and written, including the ability to proofread and edit * Ability to work well under pressure, maintaining tact and courtesy, and with little supervision * Professional demeanour and an ability to think proactively * Strong problem-solving skills and attention to detail * Enthusiastic team player ASSETS * Experience working in or with governmental, non-governmental or international organizations * Bilingual in English and French * A minimum of two years of experience working with First Nations, Métis and Inuit organizations * Ability to speak Inuktitut, Michif, Cree, Dene or Ojibwe CCSA VALUES CCSA is committed to equity, diversity and inclusion in all aspects of our work. As an organization, we are committed to ensuring that First Nations, Métis and Inuit people and all equity-deserving groups are fully represented, including women, people of colour, people with disabilities and people who are 2SLGBTQ+. CCSA is dedicated to learning from and supporting people with lived or living experience of substance use and health. We encourage people with lived or living experience of substance use to apply to join the CCSA team. CCSA promotes the rights of all people with disabilities as outlined in the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005, and its related Integrated Accessibility Standards Regulation. CCSA will make appropriate accommodations on request. Please inform CCSA in advance of a request for accommodation during the recruitment process by email. If you are interested in this position, please submit a cover letter and resumé. The CCSA office is in Ottawa. Please note that we are in the process of building a pool of candidates for future openings, allowing us to move quickly when opportunities arise. Once a position becomes available, we will contact you directly, if your application meets the requirements for the role.

What you’ll do

The Administrative Assistant manages leadership calendars, coordinates meetings, and handles logistics for special events. They also provide general administrative support, including document preparation, records management, and processing expense claims.

Requirements

Candidates must have at least two years of experience in a similar role and proficiency with Microsoft Office applications. Strong organizational, communication, and problem-solving skills are essential for this position.

Listed skills

• Microsoft Office · Preferred
• Microsoft Outlook · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Time management · Preferred
• Problem solving · Preferred
• Communication · Preferred
• Data entry · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Microsoft Office
• Outlook
• Word
• Excel
• PowerPoint
• Calendar Management
• Records Management
• Meeting Coordination
• Proofreading
• Editing
• Time Management
• Problem Solving
• Communication
• Data Entry
• Logistics Coordination
• Administrative Support
• Tactfulness
• Support Services
• Talent Management
• Technical Requirements
• Bilingual (French/English)
• Administrative Functions
• Microsoft Excel
• Multilingualism
• Certification In Control Self-Assessment
• Spreadsheets
• Decision Making
• Information Systems
• Document Management Systems
• Word Processing
• Executive Information Systems
• Leadership
• Logistics Management
• Microsoft Outlook
• Microsoft PowerPoint
• Social Support
• Travel Arrangements
• Filing
• Enthusiasm
• Detail Oriented

Job areas

• Administrative
• Government & Public Sector
• Social Services
• Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

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