Office & HR Administrator

The Centre for International Governance Innovation (CIGI) is an independent, non-partisan think tank whose peer-reviewed research, foresight and trusted analysis influence policy makers to innovate. With the engagement of a global network of experts and contributors, CIGI tackles the governance challenges and opportunities of data and transformative technologies, including AI, and their impact on the economy, security, democracy and, ultimately, societies. CIGI delivers independent world-leading research and analysis to influence policy on cutting-edge issues that intersect transformative technologies and governance.

POSITION SUMMARY

The Office & HR Administrator plays a central role in supporting both human resources and office operations, ensuring a positive employee experience and a well-run workplace. This position supports recruitment and onboarding, maintains employee records and internal documentation, coordinates engagement initiatives, and serves as the first point of contact for HR-related inquiries.

In addition to HR support, the role oversees daily office administration, including reception, visitor assistance, mail and courier coordination, and office supply management.

DUTIES AND RESPONSIBILITIES

Human Resources & Employee Experience

• Support full-cycle recruitment activities, including job postings, interview scheduling, and onboarding.
• Maintain employee records, organizational charts, seating plans, staff directory, and other internal HR documentation.
• Manage the HR inbox and respond to employee questions related to benefits, policies and events.
• Coordinate employee engagement initiatives including wellness activities, recognition of milestones, monthly birthday messages, etc.
• Represent HR on internal committees such as the ED&I, Health & Safety, etc.
• Support internal employee communications.
• Maintain and deploy employee surveys.
• Support Director of HR with administrative duties as assigned.

Reception & Office Administration

• Greet and direct visitors, staff, and guests professionally.
• Manage front desk duties including mail handling and courier coordination.
• Monitor and respond to the general info email inbox and front desk phone.
• Maintain and order kitchen supplies, stationery, and refreshments.
• Track and manage parking passes and building access.
• Monitor and maintain First Aid Room supplies and AED.
• Maintain a welcoming and professional office environment.
• Oversee office supplies inventory and ordering.
• Coordinate with the facilities team to ensure office environment is clean and functional.
• Provide administrative support to the President and Senior Management Team in absence of Executive Assistant or for additional support as needed.

KNOWLEDGE, SKILLS, AND QUALIFICATIONS REQUIRED

• College diploma or certificate in Business Administration, Human Resources, Office Administration, or a related field.
• Minimum of 2 years of office administration experience.
• Previous experience in HR administration is considered an asset.
• Strong interpersonal, communication, and organizational skills.
• Ability to manage multiple tasks with discretion and attention to detail.
• Proficiency with Microsoft 365, Adobe, and other workplace technology tools.
• Professional, team-oriented, and service-focused attitude.

Interested applicants are invited to submit a resume, cover letter and salary expectations to by October 31, 2025. Incomplete applications may not be considered. We appreciate all candidates' applications, but only those selected for an interview will be contacted.

CIGI is committed to providing an inclusive, equitable and accessible environment. Our goal is to attract and retain highly talented employees from diverse backgrounds, including Indigenous peoples, persons with disabilities and members of visible minorities. We are committed to providing accommodation to applicants throughout the recruitment and hiring process.

Job Types: Full-time, Permanent

Benefits:

• Company events
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program

Work Location: In person