Job Description

Annual Salary:

$64,400.59 to $78,328.59

Employment Status:

Full-time, Indeterminate

Language Requirement:

Bilingual (CBC) (definition)

Schedule:

37.50 hours per week (Monday to Friday)

Work Environment:

Hybrid

Competition Closing Date:

Friday, September 19, 2025

SUMMARY OF DUTIES

Reporting to the VP Advancement and Partnerships and Executive Director of Ingenium's Foundation, the incumbent provides a full range of bilingual administrative assistance to aid in planning, coordination and management of the Advancement and Partnerships Division and participates in the preparation of corporate documents. The incumbent administers and oversees the financial budgets and systems of the VP's office.

The administrative assistant is responsible for and directs the effective and efficient administration of the day-to-day operations of the VP's office and deals with a variety of levels of internal and external contacts and clients. Supervises contract staff, summer students and coop students, and performs other duties relating to the management of the administration office as required.

Provides administrative services and support to the Advancement and Partnerships division as well as Ingenium's Foundation.

EDUCATION

Successful completion of post-secondary school education (Office Administration, Business Administration), or an acceptable combination of education, training and/or experience.

EXPERIENCE

3 to 5 years experience in developing and implementing office procedures to ensure the provision of administrative and secretariat service, including but not limited to:

Experience in the use of MS Office (Word, Excel and PowerPoint). Experience in Office 365; Outlook; Sparkrock (asset) Demonstrated experience in preparing of work plans and various reports, i.e. variance reports, etc. Experience in composing, editing and drafting routine correspondence. Experience with collecting, summarizing, researching and tracking files including electronic data/information management. Experience using document management systems. Experience analyzing financial reports (budget gaps, working plans, financial references). Experience gathering information, researching, and preparing summaries. Experience writing, revising and preparing correspondence drafts.

KNOWLEDGE

Knowledge of administrative policies and procedures. Knowledge of the protocol for communicating with high-level management offices in the private, public and government sectors. Knowledge of financial management and human resources policies and directives. Knowledge of official document page layouts (correspondence, invitations, meeting minutes, memos, briefing notes). Knowledge of the corporation's and museum's mandate and vision and knowledge of all divisions within the corporation for effective communication.

SKILLS AND ABILITIES

Coordinate the preparation of Work plans. Follow- up on initiatives and projects. Communicate effectively, orally and in writing, in both official languages. Take minutes of various meetings, and to draft notes and decision records. Work independently with a minimum of supervision. Adapt to change and fast paced environment. Work effectively under pressure and meet tight deadlines. Perform complex/sensitive tasks under tight schedules. Prioritize conflicting demands for time and action. Interact well with colleagues at all levels of the Museums and of the Corporation to elicit their collaboration.

Security Requirements:

Secret

Work location:

1865 St. Laurent Blvd. Ottawa ON

Union Affiliation

: Excluded

Classification:

level 5

Position Number:

9856

Please note that only candidates who are selected for the next stage of this selection process will be contacted.
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Assistant(e) administratif(ve), Avancement et partenariats

Salaire annuel :

64,400.59$ a 78,328.59$

Statut d'emploi :

Temps plein, indetermine

Exigences linguistiques:

Bilingue (B - C) (definition)

Horaires :

37,50 heures par semaine (du lundi au vendredi)

Environnement de travail :

Hybride

Date de cloture du concours

: vendredi le 19 septembre 2025

SOMMAIRE DES FONCTIONS

Sous la responsabilite du vice-president d'Avancement et partenariats et du directeur executif de la Fondation Ingenium, le titulaire du poste fournit une gamme complete de services d'assistance administrative bilingue afin de faciliter la planification, la coordination et la gestion de la division Avancement et partenariats et participe a la preparation des documents d'entreprise. Le titulaire du poste administre et supervise les budgets et les systemes financiers du bureau du vice-president.

L'adjoint administratif est responsable de la gestion efficace et efficiente des operations quotidiennes du bureau du vice-president et traite avec divers niveaux de contacts et de clients internes et externes.

Fournit des services administratifs et un soutien a la division Developpement des affaires ainsi qu'a la Fondation Ingenium.

EDUCATION

Diplome d'etudes postsecondaires (administration de bureau, administration des affaires) ou combinaison acceptable d'etudes, de formation et/ou d'experience.

EXPERIENCE

3 a 5 ans d'experience dans l'elaboration et la mise en oeuvre de procedures administratives visant a garantir la prestation de services administratifs et de secretariat, y compris, mais sans s'y limiter :

Experience dans l'utilisation de MS Office (Word, Excel et PowerPoint). Experience dans l'utilisation d'Office365, Outlook; Sparkrock Experience dans la preparation de plans de travail et de divers rapports, par exemple des rapports sur les ecarts, etc. Experience dans la redaction, la revision et la redaction de correspondance courante. Experience dans la collecte, la synthese, la recherche et le suivi de dossiers, y compris la gestion electronique des donnees/informations. Experience dans l'utilisation de systemes de gestion de documents. Experience dans l'analyse de rapports financiers (ecarts budgetaires, plans de travail, references financieres). Experience dans la collecte d'informations, la recherche et la preparation de resumes. Experience dans la redaction, la revision et la preparation de brouillons de correspondance.

CONNAISSANCES

Connaissance des politiques et procedures administratives. Connaissance du protocole de communication avec les hauts dirigeants des secteurs prives, public et gouvernemental. Connaissance des politiques et directives en matiere de gestion financiere et de ressources humaines. Connaissance de la mise en page des documents officiels (correspondance, invitations, proces-verbaux de reunions, notes de service, notes d'information). Connaissance du mandat et de la vision de la societe et du musee, ainsi que de toutes les divisions de la societe, afin d'assurer une communication efficace.

COMPETENCES

Coordonner la preparation des plans de travail. Assurer le suivi des initiatives et des projets. Communiquer efficacement, a l'oral et a l'ecrit, dans les deux langues officielles. Rediger les proces-verbaux des differentes reunions, ainsi que les notes et les comptes rendus de decision. Travailler de maniere autonome avec un minimum de supervision. S'adapter au changement et a un environnement en evolution rapide. Travailler efficacement sous pression et respecter des delais serres. Effectuer des taches complexes/sensibles dans des delais serres. Hierarchiser les demandes conflictuelles en termes de temps et d'action. Bien interagir avec les collegues a tous les niveaux des musees et de la societe afin d'obtenir leur collaboration.

Exigence de securite:

Secret

Lieu de travail:

1865 St. Laurent Blvd. Ottawa ON

Affiliation syndicale

: Exclus

Classification:

niveau 5

Numero de poste

: 9856

Veuillez noter que nous communiquerons uniquement avec les candidats retenus.

Job Types: Full-time, Permanent

Pay: $64,400.59-$78,328.59 per year

Benefits:

Dental care Extended health care On-site parking
Work Location: Hybrid remote in Ottawa, ON