Join our Team: Administrative Assistant

ADMINISTRATIVE ASSISTANT  

Polytechnics Canada is a non-profit association representing thirteen Canadian colleges, polytechnics, and institutes of technology. Our mission is federal advocacy on behalf of our members. We are a small team of professionals located in downtown Ottawa, seeking a fulltime Administrative Assistant who can be supportive in a number of dynamic areas.  

Responsibilities 

Reports to Executive Assistant and CEO: provides administrative assistance to all staff 

General Assistance:

  • Acts as office receptionist, and supports with phones where and when necessary 
  • Edits and polishes all association public documents
  • Acts as back-up for Executive Assistant in her absence, answering all calls and routing to appropriate staff person
  • Responsible for office clean up and hospitality to visitors  

Filing and Corporate Archives:

  • Maintains, updates and continuously verifies association's electronic database of contacts (Access, Constant Contacts)
  • Maintains, updates, purges and archives association paper files and backlog of unfiled documents
  • Maintains association electronic archives  

Documents and Correspondence:

  • Opens and distributes mail, sends/couriers association letters, formats and maintains roster of distribution documents  

Vendor Liaison:

  • Places service orders, researches new products and services, contacts vendors for troubleshooting for all supplies and equipment purchases  

Supplies Management:

  • Orders and organizes office and event supplies including materials in storage room; stocks and replenishes office coffee room  

Finance: 

  • Supports EA on maintenance of vendor files and filing of processed expenses  

Events Delivery:

  • Manages supplies, provides conference logistics assistance on the ground, including stocking the association preparation room at event   

Qualifications and competencies  

Essential:  

  • Proficiency in Microsoft Word, Excel, PowerPoint, and Access
  • Knowledge of Constant Contact and Event Brite
  • Minimum typing speed 50 WPM
  • Attainment of post-secondary education credential; Office Administration ideal
  • Good communication skills
  • Detail oriented
  • Ability to work in a high pressure environment; ability to multi-task
  • Organization skills  

Assets

  • Understanding of and keen interest in Canadian political process and post-secondary education 
  • This an entry-level position, but some practical work experience in an office setting is preferred
  • Bilingualism will be considered an asset

Additional information 

Overtime work may be required.
Travel within Canada may be required.

If you are interested in applying, please send a resume and cover letter to admin@polytechnicscanada.ca to the attention of Amber Smith.