La version française est disponible ici : https://sentier.ca/adjoint-administratif/

About the role

Position:  Office Administrative Assistant

Position Type: Full-time, contract until March 31, 2027

Reports to:  Chief Financial Officer

Start Date:  As soon as possible

Location: Remote from home (Ottawa-based)

Trans Canada Trail is seeking a highly organized and proactive  Office Administrative Assistant  to support the smooth operation of our virtual office. Reporting to the Chief Financial Officer and working closely with our fractional HR services and Senior Management Team, this role provides essential administrative support across human resources, office coordination, purchasing and executive support. The ideal candidate thrives in a remote environment, demonstrates strong attention to detail and has a service-oriented mindset.

This position is open only to residents of Canada, who are eligible to work in Canada.

Key responsibilities

1. HR and People Operations Support (40%)

• Assist with recruitment, onboarding and offboarding processes (e.g., preparing welcome materials, coordinating orientation sessions).
• Support staff with benefits enrolment and liaise with the Finance team and external HR and benefits providers.
• Assist with scheduling interviews.
• Maintain and organize personnel files and HR documentation.
• Provide day-to-day administrative support to internal staff and the fractional HR service provider.

2. Office Administration and Process Coordination (30%)

• Maintain and organize virtual filing systems and internal documentation.
• Manage mail delivery to our Ottawa postal point and ensure timely distribution.
• Monitor the central administrative inbox and direct inquiries appropriately.
• Coordinate information flow between departments and ensure timely follow-up.
• Assist with documenting internal processes and maintaining office protocols.

3. Purchasing and General Support (20%)

• Manage organizational purchasing using a company credit card.
• Support staff with general office needs (e.g., booking meeting rooms, arranging courier services, coordinating tech setup for meetings and events).
• Manage swag inventory and shipping
• Track and reconcile office-related purchases.

4. Executive Support (10%)

• Assist Chief Officers with calendar management, meeting planning and logistics.
• Support the preparation of materials for meetings and executive communications.

Desired experience and qualifications

• Minimum 10 years of experience in an administrative, HR, or office support role, preferably in a remote or hybrid work environment.
• Strong organizational and time management skills.
• Proficient in Microsoft 365 (Outlook, Teams, SharePoint, Word, Excel).
• Excellent written and verbal communication skills.
• Familiarity with virtual collaboration platforms.
• Demonstrated ability to handle confidential information with discretion.
• Experience working in a cross-functional environment, must be able to travel to off-site storage occasionally as well
• Bilingualism (French and English) is considered a strong asset.

Compensation package

We offer a compensation package that includes:

• Salary of $58,000–$65,000 per year (dependent on experience)
• Flexible work location (within Ottawa) and hours of work
• Generous paid vacation, holidays and sick leave

Working environment

• Fully remote team with flexible working hours and a collaborative, mission-driven culture.
• Candidates must have a reliable internet connection and a dedicated workspace.
• Candidate must be able to travel to our virtual office location on a regular basis to handle the mail (Elgin Street, Ottawa)

Commitment to inclusion and employment equity

Trans Canada Trail is a proud equal opportunity employer, and we are committed to creating a respectful, inclusive and barrier-free workplace that allows everyone to reach their full potential. A diverse workforce is key to our success, and we understand that different experiences, expertise and diversity of thought create better opportunities to understand the world we share.

To apply

We value a staff team made up of people with diverse voices and experiences and welcome your application if this role calls out to you. If you already have the skills and experience that we’ve asked for, great. But we also consider potential – so if you don’t have those exact skills yet, but you have the know-how and desire to develop them, know that we support professional growth, and this role may still be a great match for you – so don’t be shy about applying.

Applications will only be accepted from residents of Canada, who are eligible to work in Canada.

• Please send resume and cover letter to humanresources@tctrail.ca .
• The deadline for submitting your application is Tuesday, August 19, 2025.

Please note that applications should be submitted in pdf format, with no external links. You may submit separate documents for your cover letter and CV, although it is preferred that they are submitted in one document. Naming format should be as follows:

Combined document: Last name, first name

Separate documents: Last name, first name_Cover letter AND Last name, first name_CV

Only those candidates selected for an interview will be contacted. We thank all applicants for their interest in working at Trans Canada Trail.

Trans Canada Trail is committed to the full inclusion of all qualified individuals. As part of this commitment, Trans Canada Trail will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact humanresources@tctrail.ca .