Office & Project Coordinator – Ottawa, ON

4 weeks ago

Ottawa, Canada Inuitcircumpolar Full time

Reporting to: Reporting to the Executive Director and Project Leader for the secondary part-time project coordination duties when assigned by the Executive Director

Job Summary:

This position has two distinct set of duties and responsibilities. The primary full-time duties will be to provide efficient, responsive, and professional office administrative support to the ICC Canada office. Under the mentorship of the Project Lead, the main part-time duties as a project coordinator will be to provide necessary support. There may be requirements to travel.

Key Responsibilities:

1. Administrative Support

  • Calendar management, file management, staff event management
  • Provide administrative support to all departments and staff as required including office security, finance, communications, human resources, etc.
  • Arrange travel, accommodations and conference registrations for staff and Executives
  • Support the planning and administration of Board and other meetings by performing duties such as organizing meeting locations, preparing meeting materials, distributing agendas, and related items
  • Assist with the preparation and logistics of events and meeting or conference call logistics including preparing material, distributing invitations, arranging catering, and other related activities
  • Attend meetings as required, taking minutes and capturing action items
  • Provide general office management support such as ordering and maintaining office and kitchen supplies, ensuring equipment is in working order and the office and kitchen are maintained professionally
  • Perform reception responsibilities including greeting visitors, screening and directing calls and correspondence, and answering general inquiries from the public
  • Maintain effective physical and electronic office filing systems 
  • Other related responsibilities as required
  • Assist with project activities such as making logistical arrangements, coordinating translation of materials and scheduling and attending meetings
  • Gather, collect and analyze information related to specific project requirements 

Qualifications & Experience:

  • Post-secondary education in a related field such as office management, business, or a combination of relevant education and experience
  • 3+ years of related experience with administrative support and procedures
  • High level of proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and database management skills
  • Strong oral and written communication skills
  • Fluency in English and Inuktut would be an asset
  • Strong organizational skills and attention to detail
  • Sound judgment, strong analytical skills and ability to be flexible in a changing work environment
  • Demonstrates professionalism, maturity, tact and diplomacy
  • Strong interpersonal skills, a positive attitude and is a team player
  • Experience with web and social media content creation and posting
  • Ability to travel when required
  • Knowledge of Inuit history and political structure

Working Conditions and Other Information:

  • Work is normally performed in a typical interior/office work environment including frequent use of computer;
  • Work in a generally comfortable work environment with limited exposure to physical risk;
  • Must be hardworking and committed to ICC`s mandate;
  • Requires sensitivity and awareness to Inuit culture.

How to Apply: 

Please email a cover letter and resume to: lindsay@performhr.ca  and indicate Office & Project Coordinator in the subject line.

We would like to thank all applicants in advance for their interest in ICC; however, only those selected for an interview will be contacted.

ICC is committed to a diverse and inclusive environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, colour, religion, gender, gender identity, disability age, or veteran status. For individuals with disabilities who would like to request an accommodation, please contact us at: jdurocher@inuitcircumpolar.com

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