Administrative Assistant, Learning and Community Engagement

1 week ago

Ottawa, Ontario, Canada The National Gallery of Canada Full time
Job Summary

**Location: On-site, National Gallery of Canada, 380, Sussex Drive, Ottawa

Job Summary
Under the direction of the Director, Learning and Community Engagement, the administrative assistant is the central connection point of the department, and for teams within the department. The purpose of this position is also to manage the department's activities within the annual operating budgets, to ensure that all administrative tasks are properly executed and recorded, and to provide direct support to the department's Director, full-time and on-call staff, and volunteers. The incumbent is knowledgeable about all programs, events and initiatives involving the department in order to answer questions and address concerns.

Requirements


• Post-secondary diploma, a secretarial or an administrative certificate or the equivalent.

• 3-5 years experience in an administrative assistant role, which includes complex budget administration, experience and proficiency written correspondence in a business/office environment.

• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, and e-mail), and of in creation, tracking, payment and reporting of financial records, digital asset sharing & storage, recording employee leave and attendance.

• Ability to use video conferencing (i.e Zoom), Team Chat and Sharepoint.

• Analytical and numerical skills to maintain an accurate operational budget as well as review and advise on financial resources as they relate to department financial reporting requirements.

• Ability to use tact and to maintain confidentiality as required.

• Good research skills; ability to gather information on a variety of issues and to investigate subjects using the Web, printed materials and other resources.

• Ability to work independently.

• Demonstrated initiative and problem solving skills.

• Knowledge of procurement and contract management procedures.

• Ability to communicate effectively orally and in writing in both English and French.

Notice to Applicants: The People, Culture and Belonging team of the National Gallery of Canada, invites selected applicants for interviews by way of written communication via email as per the NGC Staffing Process. Should applicants opt to unsubscribe from receiving emails regarding employment in this organization, please note that we will not be able to communicate with you to participate in the interview process. We encourage applicants to update their career profiles, ensure Email Communication Consent preferences are set to allow emails and check email junk/spam folders regularly.

We encourage applicants to update their career profiles, ensure Email Communication Consent preferences are set to allow emails and check email junk/spam folders regularly.

Condition of Employment


• Must meet the bilingual requirement to be invited to the interview process.

• Reliability Status - this factor is not used at the pre-selection stage.

Additional Information


• A variety of assessment tools may be used to assess candidates.

• The Gallery is committed to developing inclusive, barrier-free selection processes and work environment. Alternative selection tool methods and/or reasonable accommodation are available upon request.

• Candidates are encouraged to self-identify as a member of one or more employment-equity designated groups through the questions in the online application process.

• The National Gallery of Canada values and celebrates everyone's life experiences, their voices and their histories, and are committed to the principles of Justice, Equity, Diversity, Inclusion and Accessibility (JEDI&A) in accordance with the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We are committed to having a skilled, diversified workforce that reflects Canadian society and invite applications from Indigenous, Black and racialized communities, women, persons with disabilities, and members of 2SLGBTQIA+ communities.

• Candidates are entitled to participate in the selection process in the official language of their choice.

• Note: Applicants selected for interviews will receive email correspondence from the People, Culture and Belonging team at the National Gallery of Canada. If you have applied for a position at the NGC, please ensure that your career profile is up to date and that you have set Email Communication Consent preferences on this site to allow emails.

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