Project Assistant

2 weeks ago

Ottawa, Canada IISD Full time

The International Institute for Sustainable Development (IISD) is an independent think tank that delivers the knowledge to act. Our mission is to promote human development and environmental sustainability. Our big-picture view allows us to address the root causes of some of the greatest challenges facing our planet today—a changing climate, ecological destruction, social exclusion, and unfair laws and economic rules. With offices in Ottawa, Toronto, Winnipeg, and Geneva, our work affects lives in nearly 100 countries.

**Scope**

IISD is looking for a Project Assistant to join our Project Management team and perform a range of support and administrative tasks for the project managers as well as other team members. This person is an extremely efficient and organized multitasker looking for an exciting opportunity to work with an outstanding international team. The role has growth potential and is perfect for those who want to broaden their skillset.

**Responsibilities**

**Project Support**
- Assist in the operational planning, monitoring, and implementation of projects and initiatives.
- Provide support to project managers and project teams through work plan development and budget development/adjustment, contracting, evaluation, and reporting.
- Assist in the compilation and formatting of program documents, including proposals, staff resumes, profiles, biographies, etc.
- Assist in the tracking and reconciliation of project expenses in accordance with IISD’s policies.
- Assist in the coordination of corporate card management and reconciliation of expenses for team members.
- Organize and schedule regular team calls and the team calendar.
- Maintain an effective and reliable filing system as outlined in the records management policy.
- Assist in the continued development and streamlining of IISD policies and procedures.
- Assist in the compilation and formatting of documents.
- Assist in the maintenance and upkeep of program lists and databases.

**Event Organization and Support**
- Participate in the planning and organization of conferences, briefings, seminars, workshops, programs, and other initiatives hosted or facilitated by the team.
- Coordinate details for meetings that may include but are not limited to scheduling, venue sourcing, catering selection, preparing the invitee list and invitations, setup, conference calls, following up with participants, managing participants list, taking meeting minutes, and disbursement of agenda and related meeting documents.
- Assist in the planning, organization, and hosting of online events, training sessions, and webinars.
- Assist with booking travel and making other arrangements as necessary.
- Follow up with team members after events to obtain key meeting information for filing, including the agenda, participants list, and meeting report.
- Other tasks as required.

**Skills**
- Excellent organization and administrative skills
- Ability to pay attention to detail
- Good communication skills
- Ability to work well in a virtual team environment
- Ability to work independently with limited supervision
- Ability to solve problems
- Ability to manage time effectively
- Working knowledge of French or Spanish is desirable

**Requirements**:

- 2 years of work experience in a relevant role
- International experience preferred
- Fluency in English; other languages are an asset
- Proficiency in Microsoft Office 365
- Proficiency in Microsoft Sharepoint/Teams

Location: Ottawa, Toronto, or Winnipeg, Canada.

**This is an indefinite position.**

**Employment Type**:Full time

**Salary**: CAD 42,000-CAD 47,000 (based on qualifications and experience)

**Start date**: ASAP

**Closing date**: April 4, 2023

**Location**: Ottawa, Toronto, or Winnipeg

**Application Procedure**

All submissions must be in English. Accommodations for job applicants with disabilities are available on request.

Applications will only be accepted through Bamboo HR.

Please include the following:

- A CV (no longer than two pages)
- A cover letter (one page)
- IISD Voluntary Self-Identification Questionnaire (optional)

IISD has implemented a COVID-19 vaccination policy that requires employees who are required or choose to be at an office or participate in in-person team events or in-person meetings/events to be fully vaccinated. Anyone unable to be fully vaccinated, either because of a sincerely held religious belief or a medical condition or a disability that prevents them from being fully vaccinated, can request a reasonable accommodation.

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