Administrative Assistant, Advancement and Partnerships

Ingenium•Ottawa, ON

12h•CA$68,006 - CA$82,714•Hybrid

About The Position

Reporting to the VP Advancement and Partnerships and Executive Director of Ingenium’s Foundation, the incumbent provides a full range of bilingual administrative assistance to aid in planning, coordination and management of the Advancement and Partnerships Division and participates in the preparation of corporate documents. The incumbent administers and oversees the financial budgets and systems of the VP's office. The administrative assistant is responsible for and directs the effective and efficient administration of the day-to-day operations of the VP's office and deals with a variety of levels of internal and external contacts and clients. Supervises contract staff, summer students and coop students, and performs other duties relating to the management of the administration office as required. Provides administrative services and support to the Advancement and Partnerships division as well as Ingenium’s Foundation.

Requirements

Successful completion of post-secondary school education (Office Administration, Business Administration), or an acceptable combination of education, training and/or experience.
3 to 5 years experience in developing and implementing office procedures to ensure the provision of administrative and secretariat service.
Experience in the use of MS Office (Word, Excel and PowerPoint).
Experience in Office 365; Outlook.
Demonstrated experience in preparing of work plans and various reports, i.e. variance reports, etc.
Experience in composing, editing and drafting routine correspondence.
Experience with collecting, summarizing, researching and tracking files including electronic data/information management.
Experience using document management systems.
Experience analyzing financial reports (budget gaps, working plans, financial references).
Experience gathering information, researching, and preparing summaries.
Experience writing, revising and preparing correspondence drafts.
Knowledge of administrative policies and procedures.
Knowledge of the protocol for communicating with high-level management offices in the private, public and government sectors.
Knowledge of financial management and human resources policies and directives.
Knowledge of official document page layouts (correspondence, invitations, meeting minutes, memos, briefing notes).
Knowledge of the corporation’s and museum’s mandate and vision and knowledge of all divisions within the corporation for effective communication.
Coordinate the preparation of Work plans.
Follow- up on initiatives and projects.
Communicate effectively, orally and in writing, in both official languages.
Take minutes of various meetings, and to draft notes and decision records.
Work independently with a minimum of supervision.
Adapt to change and fast paced environment.
Work effectively under pressure and meet tight deadlines.
Perform complex/sensitive tasks under tight schedules.
Prioritize conflicting demands for time and action.
Interact well with colleagues at all levels of the Museums and of the Corporation to elicit their collaboration.
Secret

Nice To Haves

Sparkrock (asset)

Responsibilities

Provides a full range of bilingual administrative assistance to aid in planning, coordination and management of the Advancement and Partnerships Division.
Participates in the preparation of corporate documents.
Administers and oversees the financial budgets and systems of the VP's office.
Directs the effective and efficient administration of the day-to-day operations of the VP's office.
Deals with a variety of levels of internal and external contacts and clients.
Supervises contract staff, summer students and coop students.
Performs other duties relating to the management of the administration office as required.
Provides administrative services and support to the Advancement and Partnerships division as well as Ingenium’s Foundation.