Business Operations Support Specialist

Canadian Centre on Substance Abuse • Ottawa, ON

13d • CA$50,320 - CA$56,610 • Hybrid

About The Position

The Business Operations Support Specialist supports the planning, coordination, delivery, and administration of projects aligned with the organization’s collaborative and operational activities, with a strong emphasis on engaging external partners. This role provides coordination, logistical, and administrative support for meetings, events, and project-related initiatives involving internal teams and external partners. The Specialist contributes to the effective implementation of work activities through strong organization, clear communication, consistent follow-through, and communication. Responsibilities include supporting project and operational activities, maintaining project documentation, coordinating schedules, tracking action items, preparing reports and correspondence, and supporting records management processes. Working as part of a multidisciplinary team, the Business Operations Support Specialist supports project leads and staff while helping to foster productive relationships with partners to ensure activities are delivered on time, within scope, and in alignment with organizational priorities.

Requirements

• College diploma or university degree in administration, business, project management, event management or a related field; an equivalent combination of education and experience will be considered.
• Fluently bilingual in English and French (reading, writing and verbal).
• Minimum of two years of experience in project coordination, event planning or a related role.
• Demonstrated experience developing and maintaining work plans, timelines, and deliverables.
• Strong understanding of project coordination and event planning concepts and terminology.
• Proven ability to work proactively, anticipate needs, and take initiative.
• Strong organizational, time-management, and problem-solving skills.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint); experience creating schedules, trackers, and reports.
• Experience with project management and financial management software (Birdview, SAP Concur, Business Central).
• Ability to manage competing priorities and adapt to changing requirements.
• Professional judgment, discretion, and attention to detail.

Nice To Haves

• Experience supporting conferences or large-scale events.
• Experience working in or with governmental, non-governmental, or international organizations.

Responsibilities

• Coordinate assigned projects and initiatives from planning through implementation, working closely with staff and external partners.
• Develop and maintain project workplans that outline required tasks, timelines, dependencies, and responsibilities.
• Create and update project schedules, timelines, and tracking tools (e.g., task trackers, Gantt charts).
• Monitor progress against scope, timelines, and deliverables; identify risks or issues and bring them forward with recommended mitigation strategies.
• Support project leads by ensuring inputs tasks are identified, activities are sequenced appropriately, and deliverables remain on track.
• Prepare project documentation, including agendas, briefing notes, meeting summaries, progress updates, and reports.
• Support logistical and operational elements required for project activities, meetings, and events (virtual, hybrid, and in-person).
• Assist event planner with coordination of venues, vendors, and service providers for travel and accommodations.
• Support event registration-related activities, including monitoring systems, responding to inquiries, generating reports, and providing hands-on support when required.
• Prepare schedules, checklists, and function details to support coordinated delivery.
• Provide on-site or live support during project activities and events, responding to emerging needs and issues.
• Assist with communications and interactions with project partners.
• Build and maintain positive ongoing relationships with partners to support project goals and long-term collaboration.
• Maintain accurate and up-to-date records of partner contacts, agreements, and deliverables.
• Support project-related financial administration, including tracking invoices, purchase orders, and expenses in accordance with organizational processes.
• Prepare and maintain project files, databases, contact lists, and documentation.
• Support meeting coordination, calendar management, and administrative processes related to project delivery.
• Assist with the preparation of reports and documentation required for internal review and reconciliation.
• Serve as the first point of contact for project-related inquiries.
• Communicate clearly and professionally with internal and external partners.
• Demonstrate initiative by anticipating needs, identifying gaps, and independently driving project activities forward.
• Demonstrates sound judgment and strong problem-solving skills to address issues, determine appropriate escalation, and support timely resolution.

Benefits

• CCSA will make appropriate accommodations on request. Please inform CCSA in advance of a request for accommodation during the recruitment process by emailing [email protected].

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree