Administrative Assistant

3 weeks ago

Ottawa, Canada Canadian Science Publishing Full time

**About us**

Canadian Science Publishing is Canada's largest independent, not-for-profit leader in moblizing science-based knowledge. As a publisher of international science journals, we're committed to strengthening the integrity, relevance, reach and impact of vital knowledge and research across Canada and around the globe.

Our work environment includes:

- Work-from-home days
- Wellness program
- Office closure over the Christmas holiday
- A team of highly engaged people who are committed to each other and their work

Reporting to the CEO, the Administrative Assistantis responsible for providing the CEO, the senior management team and the Canadian Science Publishing (CSP) Board of Directors with administrative support. The Administrator acts as the first point of contact for the CEO and is responsible for scheduling and meeting planning, preparation of quality presentations, processing expense reports, drafting correspondence, documenting and circulating meeting minutes, and providing administrative support across the senior management team.

The Administrative Assistant exhibits agility in navigating multiple priorities with a focus on accuracy, efficiency, and time management. They react positively and with appropriate urgency to a variety of requests in an organization where each person wears multiple hats. They execute independently with precision, with limited oversight and demonstrate a high degree of professionalism, accuracy, and attention to detail and possess an advanced skill level in Microsoft 360 and SharePoint.

**Responsibilities include but are not limited to the following**:

- Produce high quality corporate presentations and provide administrative support to projects and events by determining priorities, managing time, gaining the cooperation of others, monitoring progress and problem-solving
- Organize and coordinate editors' meetings and employee townhalls
- Attend management meetings and provide meeting minutes and action statements as required
- Book venues, catering, IT equipment, etc., for in-person meetings
- Provide administrative support to CSP’s Board of Directors - maintain Board information on SharePoint, plan in-person and virtual Board meetings, manage logistics such as hotel accommodations and meeting rooms, catering and teleconferencing, document and distribute Board of Director meeting minutes, compile and send documents for the Board and associated Committee meetings
- Provide administrative support to CSP’s committees as needed
- Arrange and coordinate domestic and international travel and accommodation, including itineraries
- Reconcile expense accounts and credit card statements for submission and payment processing in an accurate and timely manner from CSP’s Journal Editors and Board members
- Provide administrative assistance with the management of CSP's office space and equipment
- Prepare and distribute courier shipments (such as New Employee welcome kits) and manage mail

Office Administration diploma or other relevant training or administrative experience

Experience providing support to executive and senior leadership

Experience in project coordination and/or event planning

Advanced computer skills across the MS Office suite

Highly professional and adaptable

Strong commitment to discretion and confidentiality

High attention to detail, excellent record keeping skills, demonstrated initiative and organizational skills, excellent prioritization, planning and time management skills, excellent oral and written communication skills and presentation and facilitation skills [ES1]

Team player who works collaboratively and professionally with all members of the organization

**Required Experience and Qualifications**
- Office Administration diploma or other relevant training or administrative experience
- Experience providing support to executive and senior leadership
- Experience in project coordination and/or event planning
- Advanced computer skills across the MS Office suite
- Highly professional and adaptable
- Strong commitment to discretion and confidentiality
- High attention to detail, excellent record keeping skills, demonstrated initiative and organizational skills, excellent prioritization, planning and time management skills, excellent oral and written communication skills and presentation and facilitation skills
- Team player who works collaboratively and professionally with all members of the organization

**Salary**: $58,000.00-$68,000.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Vision care
- Wellness program
- Work from home

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Ottawa, ON K2C 0P7: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (required)

**Experience**:

- Administrative experience: 5 years (required)

Work Location: Hybrid remote in Ottawa, ON

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