Administrative Assistant, Indigenous Ways and

2 days ago

Ottawa, Canada The National Gallery of Canada Full time

Job Summary

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

This position has been designated for Indigenous applicants only. Applicants who do not self-identify as Indigenous will be deemed ineligible.
About the position

Supervised by the Senior Manager, Policy, Protocols and Strategic Initiatives, and supporting the Executive Assistant to the Vice-President, Indigenous Ways and Decolonization, and the Director, Indigenous Ways and Curatorial Initiatives, the Administrative Assistant will provide administrative functions for the department. Primary duties include, but are not limited to:

- Coordinating daily office operations including scheduling, maintaining files, calendars and correspondence, and assisting with general and detailed enquiries;
- Support the Executive Assistant in maintaining the financial accounting and purchasing systems; keeping monthly variance reports updated; managing office petty cash; reconciling the department's credit card accounts;
- Maintaining inventories of office supplies and equipment;
- Procuring goods and services (including travel); track purchases; process invoices; process reimbursements for staff and guests;
- Assisting in coordination of staff and guest travel by making travel arrangements, making appointments and creating travel itineraries, among other things;
- Manage calendars of Senior Manager and Director by coordinating meeting requests, travel arrangements and reimbursements, appointments and itineraries;
- Assisting with the management and development of the collections by, for instance, coordinating paperwork related to the acquisition of artworks through purchase or donation;
- Support the Curatorial Assistant for the assembly and submission of documents and related materials for the certification of cultural property through the Canadian Cultural Property Export Review Board portal;
- Assisting with the coordination of human resources by, for instance, participating in the on-boarding of new staff and interns.

**Requirements**:
**Education**:
Post-secondary certificate or diploma in administrative studies or an equivalent combination of education and experience;
**Experience**:

- Minimum of three years of work experience as an administrative assistant;
- Experience in providing financial support and budget functions;
- Experience in drafting routine correspondence;
**Knowledge**:

- Good understanding of Indigenous cultures, art and issues related to Indigenous peoples;
- Good understanding of the Gallery's mandate and general functioning;
- Knowledge of bookkeeping principles;
- Working knowledge of an Indigenous language will be considered an asset;
- Working knowledge of French language will be considered an asset;
**Skills/Abilities**:

- Ability to work effectively under pressure;
- Ability to establish priorities, multi-task and meet tight deadlines;
- Ability to adapt to changing priorities;
- Ability to work independently and as a team member;
- Ability to communicate effectively both verbally and in writing;
- Discretion, integrity and good judgment;
- Initiative;
- Good interpersonal skills and team player;

Condition of Employment
- Reliability Status - this factor is not used at the pre-selection stage.

Additional Information
- 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.

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