Position: Administrative Assistant

Job Type: Part-time (15 hours/week), In-person, November 2024- March 31, 2025, with the possibility of extension

Reports to: Executive Director

Salary: $ 20/hr. Plus a comprehensive benefits package including health, dental, and RRSP Application deadline: November 15, 2024

About IWSO

Immigrant Women Services Ottawa (IWSO) is a community-based agency serving immigrant women.

IWSO’s mandate is to:

• Empower immigrant and racialized women to participate in the elimination of all forms of abuse against women and their children.
• Provide culturally responsive services to facilitate immigrant women’s access to community and mainstream services.
• Deliver programs to assist immigrant women in their journey to attain their full potential.

Position Summary

The Administrative Assistant is responsible for the clerical and administrative tasks of the agency. This position requires a high level of cross-cultural communication skills, initiative, and accuracy.

Main Responsibilities

• Perform a variety of office tasks such as managing incoming phone calls, organizing files, coordinating receptions, scheduling meetings, and maintaining databases.
• Relay messages, give information to the public, and receive visitors.
• Manage the calendar for the Executive Director.
• Create and maintain electronic and hardcopy files as directed.
• Maintain an inventory of office equipment and supplies.
• Place purchase orders as directed.
• Pick-up/receive, date/stamp, distribute, and file correspondence received.
• Update and maintain a mailing list and prepare labels as needed.
• Arrange duplication and printing/photocopying of documents.
• Type reports/minutes for staff meetings and any other office work as required.
• Manage petty cash.
• Set up online and/or in-person all-staff meetings.
• Maintain database files, mailing lists, and data related to clients, staff, or on-call language interpreters and data related to members of the Board.
• Participate in professional training activities.
• Contribute to the overall functioning of the agency and perform other duties as may be assigned.

Qualifications

• Legally entitled to work in Canada.
• University/College degree/diploma required.
• 2+ years of experience in office administration in a fast-paced environment.
• Sensitivity to issues related to immigrants and racialized women.
• Good research skills and attention to detail.
• Advanced Knowledge and experience of computer applications and database software(e.g., Google Suite and Microsoft Suite).
• Excellent interpersonal, communication (spoken/written), and problem-solving skills.
• Ability to set priorities and meet deadlines.
• Proven ability to work within a multi-cultural and multi-disciplinary team.
• Proficiency in English and French is essential, and other languages are an asset.
• A Police Record Check is required as part of the hiring process.

APPLICATION PROCESS

Qualified candidates are invited to submit a cover letter and résumé by, November 15, 2024, 6:00 pm to:

Search Committee: Administrative Assistant Position, Immigrant Women Services Ottawa; Email: infomail@iwso.ca

IWSO welcomes and encourages applications from members of equity-seeking groups, including but not limited to, candidates who are racialized, indigenous, LGBTQ+, and people with disabilities. We thank you in advance for your interest. Only those candidates with the minimum qualifications will be contacted and considered for an interview.