Location: Ottawa, ON
Job Title: Administrative Assistant, Advocacy
Term: Temporary (July 2026 – October 2027)
Reports to: Operations Manager, Advocacy, and Manager, HR
About the Role
We are seeking a highly organized and dependable temporary Administrative Assistant to support our Advocacy team during a maternity leave period. This role is essential to maintaining day-to-day operations and provides hands-on involvement across administrative coordination, tracking and reporting, material distribution and inquiry support.
KEY RESPONSIBILITIES
Advocacy Operations and Administrative Support
· Maintain electronic filing systems, CRM records, internal tracking sheets, and case documentation.
· Process incoming mail, including incoming member or case documents, prosthetic/ veteran magazines, etc.
· Open and close cases and ensure documentation completeness.
· Draft meeting minutes, format documents and prepare routine correspondence.
· Coordinate meeting logistics, including scheduling and teleconference setup.
Inbox and Inquiry Support
· Support monitoring of the Advocacy inbox and incoming calls.
· Docket messages, voicemails, and correspondence.
· Redirect inquiries, where necessary.
Program and Request Processing
· Support processing of Continuing Education Program requests.
· Track requests and outcomes and maintain supporting documentation and records.
Reporting and Data Support
· Assist with data analysis for year-end reports and internal reporting.
Consultant Coordination
· Maintain consultant tracking and docketing logs.
· Coordinate bi-annual outreach and meeting scheduling.
· Ensure follow-ups and records are accurately documented.
Materials, Mail-Outs and Conference Support
· Coordinate preparation and shipment of material to collaborating organizations and conferences.
· Manage internal material requests.
· Prepare shipping lists, labels, and documentation.
Office and Team Support
· Coordinate office supply ordering and distribution.
· Support recurring administrative tasks across the Advocacy team.
· General Advocacy case support as needed.
Performs other related duties as required.
Qualifications and Experience
· Bilingual French and English is required.
· Proven experience in an administrative, program support or coordination role.
· Strong written and verbal communication skills.
· Strong organizational skills with high attention to detail.
· Comfort working with databases, tracking tools, and document management systems.
· Ability to manage competing priorities.
· Proficiency with Microsoft Office (Outlook, Word, Excel, Teams).
Assets
· Experience in advocacy, nonprofit, or health-care adjacent environments
· Familiarity with CRM or case management systems
What We Are Looking For
· A proactive, reliable administrator who takes ownership of processes.
· Someone comfortable working behind the scenes to keep operations running smoothly.
· A team player who can adapt as priorities shift during the coverage period.
· Someone with a growth-based mindset.
Pay: From $52,000.00 per year
Benefits:
- On-site parking
- Paid time off
Work Location: Hybrid remote in Ottawa, ON K1V 0C4
