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Administrator Permanent Full-Time | Hybrid (Ottawa, ON) Meet Canadian Science Publishing (CSP): Canadian Science Publishing (CSP) is Canada’s largest independent, not-for-profit publisher of scientific journals. We are dedicated to mobilizing research that drives discovery, innovation, and positive change. With roots dating back to 1929, CSP publishes 26 international journals across the natural and physical sciences and engineering. We champion open science, equity, diversity, and sustainability, and work closely with the scientific community to share knowledge that shapes a better future. We’re proud to be a remote-first organization with a people-focused culture. We enjoy flexible work arrangements, generous paid time off, employer-sponsored health benefits, RRSP matching, and opportunities for ongoing learning and development – all while working alongside a team of highly engaged people who are deeply committed to CSP’s mission and values. What you’ll do: CSP is seeking an Administrator to provide high-quality, proactive administrative and coordination support to the senior leadership team, Board of Directors, and broader organization. This position reports to the Chief of Business Operations. You'll play an important role in keeping organizational operations running smoothly by coordinating schedules and meetings, supporting Board and committee activities, managing travel and business expenses, preparing presentations and correspondence, coordinating events, and providing project support. This is a high-trust role that requires sound judgment, discretion, and professionalism. It's an excellent opportunity to gain exposure to scientific publishing, organizational leadership, and corporate governance within an independent, not-for-profit organization. Working closely with senior leaders and the Board of Directors, you’ll develop a broad understanding of how CSP operates while building valuable professional and organizational skills. Responsibilities include, but are not limited to: General Administration Provide administrative support to the Chief Executive Officer and Chief of Business Operations including coordination related to CSP’s office space, equipment, and other operational needs. Coordinate travel arrangements, including flights, accommodations, itineraries, and related logistics. Liaise with CSP’s travel provider and monitor travel bookings for compliance with organizational policies. Coordinate and process expense claims for Journal Editors and Board members, including reconciling expense accounts and credit card statements. Coordinate shipping and mail from the office, including cheques, laptops, onboarding materials, conference materials, and employee gifts. Maintain accurate and organized digital files and records. Prepare, format, and review documents, presentations, correspondence, and other materials using Microsoft 365. Draft and distribute correspondence, memos, meeting materials, and other communications as required. Support file migration, document organization, and other administrative projects within SharePoint. Provide administrative support to employee committees and organization-wide initiatives. Coordinate and support projects and special assignments by establishing priorities, managing timelines, coordinating stakeholders, monitoring progress, and resolving issues. Support the planning and execution of company-wide events, including Editors’ Meetings, all-staff meetings, and other organizational events. Coordinate event logistics, including venues, catering, equipment, accommodations, and audio/visual requirements. Prepare meeting minutes on behalf of CSP’s Board of Directors, leadership team, committees, and project teams, and action items as required. Board of Directors & Governance Support Organize and maintain Board information and documentation within the Board SharePoint site. Coordinate logistics for Board and committee meetings, including meeting schedules, accommodations, venues, catering, audio/visual equipment, and virtual meeting technology. Compile, organize, and distribute meeting agendas, presentations, reports, and other materials for Board and committee meetings. Prepare and distribute meeting minutes and action items. Ensure Board and governance materials are maintained accurately, securely, and in a timely manner. Work with senior leaders, Board members, committee members, and external partners to coordinate meetings and governance-related activities. What you'll bring: A diploma in Office Administration, Business Administration, or a related field, or an equivalent combination of education and relevant experience. Previous experience providing administrative support to senior management, executives, or leadership teams. Experience coordinating meetings, projects, events, and other organizational initiatives. Strong proficiency in Microsoft 365, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint. Excellent organizational skills, with the ability to prioritize multiple deadlines and manage competing demands. Exceptional attention to detail and a high degree of accuracy. Strong written and verbal communication skills. Excellent judgment and discretion when handling confidential and sensitive information. Demonstrated initiative and the ability to anticipate needs and proactively address issues. The ability to work independently with minimal supervision while knowing when to seek guidance. A collaborative and professional approach when working with employees, senior leaders, Board members, volunteers, and external partners. Experience with Board or governance support, not-for-profit organizations, or scientific or academic environments would be considered an asset. Why join us? Looking for a career where your work makes a meaningful impact? At CSP, every team member plays an important role in advancing our mission and supporting the scientific community. You’ll join a collaborative, people-focused organization where you’ll have the opportunity to work closely with senior leaders, contribute to organization-wide initiatives, and see the impact of your work. When you join CSP, you’ll enjoy: A flexible hybrid work environment with 3 days per week working from our Ottawa office. Employer-sponsored health benefits and RRSP matching. Generous paid time off and commitment to your wellbeing. Ongoing learning and professional development opportunities. A collaborative team where your contributions make a real impact. The anticipated salary range for this position is CAD $56,000 – $69,000. The starting salary will be determined based on the successful candidate’s skills and abilities. CSP encourages applications from candidates with diverse backgrounds, experiences, and perspectives. If you require accommodation at any stage of the recruitment process, please let us know by emailing [email protected], and we will work with you to meet your needs. If you're looking for a career where you can make a difference, grow professionally, and be part of a passionate team, we’d love to hear from you! Please apply by September 2, 2026.

What you’ll do

The Administrator provides proactive administrative and coordination support to the senior leadership team and Board of Directors. Responsibilities include managing schedules, travel, expenses, event logistics, and maintaining governance documentation.

Requirements

Candidates must have a diploma in Office Administration or a related field and previous experience supporting senior management. Proficiency in Microsoft 365 and strong organizational and communication skills are required.

Benefits

• Health benefits • RRSP matching • Paid time off • Learning and development opportunities • Flexible work arrangements

Listed skills

• Project management · Preferred
• Communication · Preferred
• Attention to detail · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office administration
• Executive support
• Project coordination
• Microsoft 365
• SharePoint
• Board governance
• Travel coordination
• Expense management
• Meeting minutes
• Event planning
• Communication
• Organizational skills
• Attention to detail
• Discretion
• Time management

Job areas

• Administrative
• Management & Leadership
• Science & Research
• Consulting