Administrative Assistant, Advancement and Partnerships

If you are an Ingenium employee, please visit your ADP home page, select “Myself”. Under Talent, select Career Centre and submit your application - do not create a personal account. Annual Salary: $68,005.81 to $82,713.52 Employment Status: Full-time, Indeterminate Language Requirement: Bilingual (CBC) (definition [https://www.canada.ca/en/public-service-commission/jobs/services/gc-jobs/language-requirements-candidates.html]) Schedule: 37.50 hours per week (Monday to Friday) Work Environment: Hybrid Competition Closing Date: September 11, 2026 Note: This process may be used to establish a pool of qualified candidates for future similar positions within Ingenium. 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 We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. Our Commitment to Employment Equity Ingenium champions the values of diversity and inclusion. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions. Candidates are encouraged to self-identify as members of one or more designated employment equity groups. This is asked in a pre-screening question during the application process. Ingenium provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed with the selection process, please advise us if you require any accommodation.

The incumbent provides comprehensive bilingual administrative support to the Advancement and Partnerships division and Ingenium’s Foundation. Responsibilities include managing office operations, overseeing financial budgets, and supervising contract and student staff.

Candidates must have post-secondary education in Office or Business Administration and 3 to 5 years of relevant experience. Proficiency in MS Office, financial reporting, and bilingual communication skills are required.

• Gestion du tempsSouhaitée
• Analyse financièreSouhaitée
• Microsoft OutlookSouhaitée
• Communication bilingueSouhaitée

Relevées dans la description du poste. Confirmez les exigences importantes ci-dessus.

• Administrative support
• Financial budget management
• Office procedures
• MS Office
• Office 365
• Outlook
• Variance reporting
• Data management
• Document management
• Financial analysis
• Correspondence drafting
• Meeting minutes
• Bilingual communication
• Project follow-up
• Supervision
• Time management
• Employment Equity
• Variance Reporting
• Administrative Support
• Microsoft 365
• Office Administration
• Talent Management
• Page Layout
• Effective Communication
• Information Gathering
• Planning
• Microsoft Excel
• Financial Statement Analysis
• Editing
• Multilingualism
• Business Administration
• Management
• Communication
• Document Management Systems
• Financial Management
• Information Management
• Taking Meeting Minutes
• Memos
• Microsoft Outlook
• Microsoft Office
• Office Procedures
• Operations
• Microsoft PowerPoint
• Security Requirements Analysis
• Writing
• Coordinating
• Prioritization

• Administrative
• Government & Public Sector
• Management & Leadership
• Finance & Accounting
• Advancement Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive

Formation minimale

Maîtrise

Expérience minimale

2+ ans

Langue de l’offre

anglais

Heures de travail

38 heures par semaine