Administrative Officer

Administrative Officer

Are you passionate about organization and administration? Do you thrive in a supportive, collaborative environment where your attention to detail and multitasking skills make a real difference? CRIAW-ICREF is searching for an enthusiastic, resourceful, and detail-oriented Administrative Officer to join our dynamic team in Ottawa, ON. This is a perfect opportunity for someone who enjoys the administrative side of an organization and is committed to staying in an administrative role while supporting a feminist, intersectional cause.

CRIAW-ICREF is a national not-for-profit feminist organization focused on researching and documenting women’s social and economic position in Canada using an intersectional feminist lens. As we continue to expand our impactful work, we’re looking for an individual who loves the structure of administration and is excited to be part of our mission.

Position Summary

As our full-time Administrative Officer, you’ll play a crucial role in ensuring the smooth operation of CRIAW-ICREF. Your primary responsibilities will include general office duties, member and donor communication, and providing administrative support to the team and various projects. This role is ideal for someone who enjoys making sure everything runs efficiently, stays organized, and who takes pride in supporting the work of a vibrant team.

Key Responsibilities

General Office Duties

• Answer telephone, correspondence, e-mail and web site requests.
• Monitor and respond to emails to our general organization inbox.

• Coordinate responses to public inquiries, seeking input from Executive Director and Board as needed.
• Maintain office supplies and order as required.
• Provide administrative assistance to the Executive Director.
• Assist the Executive Director in managing the use of the CRIAW credit card and petty cash.
• Provide administrative assistance to research projects.
• File and organize digital and physical records.
• Liaise with equipment and service providers.
• Produce invoices and track invoices.
• Schedule weekly staff meetings and other meetings as needed.
• Take meeting minutes.
• Other duties as required.

Database, Membership Renewals, and Donations

• Maintain and update CRIAW’s membership database.
• Send thank you letters to new and renewing members.
• Provide annual tax receipts to donors.
• Create various statistical reports and print outs from database as needed.
• Maintain a current and accurate e-mail distribution list for CRIAW Board, members, donors and contacts.
• Assist CRIAW’s fundraising efforts by preparing letters and mailings to seek membership and donations.
• Incorporate CRIAW’s strategic plan and strategic communication plan into member and donor relation activities as needed.

Board of Directors

• Schedule meetings and teleconferences for the Board of Directors and for Board committees.
• Organize logistics for Board meetings and project events/meetings.
• Maintain current Board contact information, e-mail distribution list and on web site.
• Attend Board Committee meetings and take minutes.

Publications

• Produce layout of CRIAW research materials and other research project material as requested.
• Coordinate printing of all materials.
• Regularly check and respond to publication orders from CRIAW’s web site.
• Legally deposit and register CRIAW publications as needed (i.e. ISBN).
• Maintain up to date publication list.

Qualifications

• Well-organized and resourceful, able to accurately prioritize tasks, multi-task, and adapt to changing circumstances.
• Ability to work collaboratively as a team member and ability to be self-motivated and work independently when appropriate.
• Strong interpersonal skills.
• Very strong writing and communication skills in French and English, with particular attention to detail.
• Demonstrated experience with regular office procedures.
• Experience using the following software: Word, Excel, and Outlook.
• Experience and knowledge of Wordpress and email distribution tools (Constant Contact) will be considered an asset.
• Relevant education and experience pertaining to the position.
• Must be fluent in both English and French.

Position Overview

This is a full-time term contract position for one year from the date of hire, with the possibility of extension.

Salary: $55,000 annually

Hours of Work: 37.5 hours per week

Location: Ottawa (hybrid)

Equal opportunity

CRIAW-ICREF values the unique skills and experiences each individual has to offer and we are committed to creating an inclusive and accessible organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation to participate fully in our recruitment processes, please let us know when we contact you.

CRIAW-ICREF is an equal opportunity employer seeking to live its values in all we do. We are committed to taking proactive steps to provide and create opportunities for historically marginalized groups. We seek applicants who will strengthen our commitment to diversity, equality, and inclusion. We strongly encourage qualified candidates from Indigenous, Black, and other racialized persons, 2SLGBTQI+ people, individuals with disabilities, and other members of marginalized communities to consider working with and for CRIAW-ICREF. We recognize that structural barriers shape experiences and job qualifications, and therefore we seek to use employment equity to evaluate candidates who meet the required qualifications.

If you are comfortable doing so, you are encouraged in your cover letter to identify as a member of an equity-deserving group.

Women and gender-diverse individuals often hesitate to apply when they do not meet 100% of the posted criteria. If you believe you would be a good match, please apply indicating your strengths and opportunities for growth, even if you don’t have every skill we are looking for.

How to apply

Please include:

• A cover letter identifying how you meet the qualifications and relevant skills you have that are applicable to this position’s responsibilities
• a complete CV

Please check out our website for more information on CRIAW-ICREF: www.criaw-icref.ca