Office Coordinator/Administrative Assistant | Ottawa| Full Time

4 weeks ago

Ottawa Ontario HB, Montréal, Canada Northern Youth Abroad Full time

Northern Youth Abroad (NYA) is a small, charitable organization that serves youth living in Nunavut and the Northwest Territories. We offer experiential education programs that seek to foster cross-cultural awareness, individual career goals, and global citizenship in Northern youth. Created in 1998, NYA has more than 500 program alumni from across Nunavut and the NWT, 98% of whom are Inuit, First Nation or Métis. We are looking to hire an energetic and dedicated team member who will focus on the administration of the NYA office and organization in general.

This is a full-time salaried position working out of our Ottawa office. This position will begin as a one-year contract with longer-term renewal possible. This position is perfect for someone who thrives in a fast-paced role and likes to have their finger on the pulse of many tasks and projects.

Working at NYA
  • The most important aspect of every job at NYA is supporting the success of our Participants and Alumni. This means that our approach, hours, and philosophies support their needs, their potential, and their excellence.
  • We are a northern serving and northern focused organization. It’s important that every staff is knowledgeable and connected to the people and places that we serve. Through diversity, openness, and collaboration, NYA provides a unique opportunity to learn, share, and grow, while reflecting the culture and lifestyle of the Canadian North.
  • NYA’s environment is a balance of fun, flexible and friendly, passionate and energetic, and totally committed. This means that it is a good fit for people who like versatility, a fast pace, and like to work together to take on big challenges.
  • We consider ourselves a training organization and we offer lots of opportunities to be involved in program creation, learning new areas, and contributing ideas and input.
  • This position manages the smooth operations for a busy team and office. Administrative tasks will include managing the office, booking travel, coordinating events and activities, and a range of other admin work. Specifically, this position will:
  • Maintain the office ensuring that NYA has the resources and systems needed to feel organized and prepared. This will include buying supplies, arranging contractors, and ensuring equipment service as needed.
  • Be a first point of contact for Participants, volunteers, a range of stakeholders, and the public by answering and directing calls, maintaining group email accounts, and acting as reception when required.
  • Organize details and information for programming and general operations. This will include data entry, creating and managing forms, and being in contact with a broad network of individuals.
  • Assist with financial tracking including organizing receipts, entering transactions, supporting payroll, and paying vendors.
  • Support NYA events and activities including a variety of program activities, board meetings, etc. This will include booking travel, creating program schedules and documents, organizing inventory, and many details and logistics.
  • This position is the key support for the Executive Director and includes schedule management, correspondence, tracking deadlines, and priorities.
  • This position is based out of the NYA office, and a lot of the time will have “normal” office hours. Sometimes travel is required, as are evening and weekends. All staff have the opportunity for some travel, but this position does not require significant days away. The average per year would be less than 5. This would include visiting Orientation/Re-Orientation, attending the annual staff retreat, and occasionally other events like board meetings, fundraising activities, conferences, etc.
Qualifications
  • Demonstrated experience in a similar role, through a combination of work experience and education, that has prepared you for this new challenge.
  • Great organization, strong attention to detail, and eagerness to do great work, find new solutions, and work together to explore new potential.
  • We have a lot of details – have you ever booked 300 flights? You need to love logistics, details, and plans and have the ability to run with ideas turning them into a beautiful reality. Our ideal candidate is organized, anticipates upcoming needs, and can keep many balls in the air.
  • The ability to thrive under pressure when working with competing deadlines and changing priorities.
  • To be a natural trouble shooter and solution finder.
  • A strong desire to play a big role on a small team – we value relationships that are based on kindness, generosity, and collaboration.
  • We strongly encourage applications from NYA Alumni and others with a connection to the North, including Inuit, First Nations, and Métis candidates. For all candidates, knowledge of the Canadian North and its people is a strong asset.
  • We like technology – we think that it makes our small team able to do a lot more, and really just makes us better. We use a combination of software suites like Google Workplace, Microsoft Office, and Adobe Creative Cloud along with apps and technology like Quickbooks, Slack, ClickUp, and Airtable. Therefore, we want you to be comfortable with technology, and generally open and willing to learn. We are a MAC office.
  • Comfortable working in a dynamic, and sometimes hectic, work environment, with a group of deeply passionate, youth-focused staff.
  • Ability to work flexible hours and overtime including evenings and weekends during peak program times, and during special events and activities.
  • Driver’s license and vehicle access (preferred).
Additional Information and Instructions to Apply
  • This position, along with all of NYA’s full-time staff, work onsite in the office. After a three-month probation period, there is the option to transfer to a four-day condensed work week.
  • This position is salaried, and NYA staff have access to a health and wellness fund, professional development fund, vacation allotment, and after one year matched retirement savings.
  • Please submit a cover letter and resume by Wednesday, June 24th.
  • Applications that do not confirm they meet the Canada Summer Jobs criteria listed above will not be processed.
  • Due to the volume of applications, we ask for no phone calls please. We will only contact those invited to interview.
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