Ottawa Foyers Partage is a not-for-profit organization dedicated to providing individuals with disabilities stable and safe living accommodations and opportunities to engage in leisure, recreation, volunteer, learning, and work activities consistent with their rights and unique aspirations, abilities, and needs.

QUALIFICATIONS:

• University degree in administration, office technology or an equivalent combination of education and work experience
• Minimum seven (7) years of demonstrated experience in a similar role
• Experience in administrative writing with excellent grammar skills
• Excellent knowledge of computer software
• Strong organizational skills, autonomy and judgment
• Strong communication skills, both written and verbal
• Proficiency in MS Office applications and comfort with using new technology and programs.
• Familiarity with CRM systems, data collection tools, or project management software (e.g., Trello, Asana).
• Attention to detail and problem-solving skills.
• Professional demeanour and a positive attitude.

OTTAWA FOYERS PARTAGE IS COMMITTED TO DIVERSITY AND IS AN EQUAL OPPORTUNITY EMPLOYER. WE WELCOME AND ENCOURAGE APPLICATIONS FROM CANDIDATES OF ALL BACKGROUNDS AND EXPERIENCES. ALL SUBMISSIONS MUST INCLUDE A RESUME AND COVER LETTER.

Job Types: Full-time, Permanent
Pay: From $28.00 per hour
Expected hours: 35 – 40 per week

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person
Application deadline: 2025-07-31
Expected start date: 2025-08-1

EXECUTIVE ASSISTANT (EA) DUTIES

• Provide high-level administrative support to the Executive Director and senior leadership team.
• Manage calendars, schedule meetings, and coordinate travel arrangements.
• Prepare and organize reports, presentations, agendas, and minutes for meetings and other events.
• Maintain and organize confidential documents and correspondence in a secure and organized manner.
• Monitor action items and follow-ups from leadership meetings to ensure timely completion.
• Liaise with internal and external stakeholders on behalf of the Executive.

OFFICE MANAGEMENT DUTIES

• Oversee the smooth daily operations of the office, including supplies, equipment, and facility needs.
• Liaise with vendors, contractors, and IT support.
• Ensure compliance with health, safety, and organizational policies.
• Assist with onboarding new staff and maintaining HR records.
• Coordinate internal communications, staff meetings, and events.
• Maintain organizational records, filing systems, and staff directories.
• Oversee vendor relationships and service contracts.
• Support the planning of staff events, meetings, and communications.

RESEARCH SUPPORT DUTIES

• Conduct background research on policy, program trends, funding opportunities, and sector developments.
• Support the preparation of reports, grant applications, and briefing documents.
• Gather, analyze, and summarize data from internal and external sources.
• Assist with surveys, stakeholder consultations, and special projects.