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Job Details

Job Number:  58477
Administrative Officer
Job Posted: Tuesday, 22 October 2019
Closing Date: Tuesday, 12 November 2019
(closing today)
Heritage Ottawa
Region: Ottawa area Type: Part time
Location: Ottawa Salary: $35,000 to $40,000 (annually)





Heritage Ottawa champions the protection and stewardship of Ottawa’s built heritage and cultural places. Through advocacy and a wide-range of educational activities, the organization promotes public understanding and engagement in the conservation of our city’s heritage for the benefit of present and future generations. Heritage Ottawa is a not-for-profit organization with over 500 members and governed by a Board of Directors and an Executive Committee. Heritage Ottawa is largely a volunteer-based organization and has no full-time staff (for further information on Heritage Ottawa, see: heritageottawa.org).


In recent years, the activities of Heritage Ottawa have grown considerably, and the organization now requires the services of an Administrative Officer to support its operations. Reporting to the Executive Committee of Heritage Ottawa and under the direct supervision of the Vice-President, Operations, the Administrative Officer will perform a variety of administrative, communication, membership and volunteer-related duties in support of the Board of Directors, Committee Chairs and other volunteers of the organization. By providing a helpful and positive presence in the Heritage Ottawa office, the Administrative Officer will ensure that all interactions between the organization, its members and the public are positive and productive.


This job is not a traditional administrative support position, but rather a career developmental opportunity. Over the next few years, Heritage Ottawa will be developing its fundraising activities. The goal of the organization is, within the next five years, to raise sufficient funds to employ a full-time managing director. It is our hope that the Administrative Officer position will evolve and grow into an Executive Director position.


To achieve this objective and to fill this position, Heritage Ottawa is looking for a master multi-tasker with excellent communication skills in English and French, and an upbeat attitude who is willing to contribute, learn and grow with the organization. A creative and self-motivated person, the successful candidate will have a background and experience in heritage conservation and/or interpretation, cultural heritage management, or arts and cultural management.


Specific Duties and Position Responsibilities:

  • Perform a variety of office tasks, such as filing, typing, copying, binding, scanning, mailing, scheduling of meetings, etc.;
  • Process mail and respond to enquiries by phone, mail and email, forwarding follow-up questions to the appropriate individuals and drafting correspondence in collaboration with the Vice-President, Communications;
  • Generate reports, transcribe minutes from meetings, and research and create presentations;
  • Operate and maintain a range of office equipment, including computers, printers, LCD projector and other material;
  • Maintain office supplies by checking inventory and ordering items;
  • Develop and maintain an appropriate filing system, and organize, store and manage documents and files;
  • Under the supervision of the Vice-President, Development, process all membership applications and renewals, and maintain and update membership databases;
  • Under the supervision of the Vice-President, Communications, maintain a media monitoring system of Heritage Ottawa media coverage (print, broadcast, online), keep track of all media interview requests, prepare online monthly E-Bulletins, and assist with ongoing social media posts;
  • Assist the Treasurer with tracking revenues and expenses, creating spreadsheets and issuing tax receipts;
  • Undertake the coordination of volunteers for Heritage Ottawa by recruiting and matching volunteers to desired learning experiences in various aspects of the organization’s work;
  • Maintain a record of invitations for Heritage Ottawa’s participation to external meetings and events, and schedule and coordinate Heritage Ottawa representation at key meetings and events as determined by the Executive Committee;
  • Assist with the planning, coordination and organization of regular Heritage Ottawa activities and events;
  • When requested, represent Heritage Ottawa at selected heritage meetings and conferences and training sessions;
  • Maintain a weekly timesheet to track time spent on duties, projects, assignments and other tasks;
  • Contribute to team effort by accomplishing other related duties, as requested.

Skills and Qualifications:

  • Post-secondary education in a related field, such as heritage conservation, cultural resource management, or arts and cultural management;
  • Relevant work experience in heritage conservation and/or interpretation, or in a related cultural heritage sector;
  • Prior administrative experience, preferably for a not-for-profit organization;
  • Excellent computer skills, with abilities in Microsoft Office, Excel, PowerPoint, Word and Outlook, and familiarity with database programs;
  • Technical aptitude with websites and social media;
  • Well-organized and self-motivated, with attention to detail and excellent time management skills;
  • Strong interpersonal and communications skills;
  • A creative thinker with excellent problem-solving skills;
  • Ability to work independently and as part of a team.

Language Requirements: Proficiency in oral and written English and French is essential.


Employment Eligibility: The Administrative Officer must be legally able to be employed in Canada.


Location Requirements: The Administrative Officer must reside in the National Capital Region or in the surrounding area, or be willing to relocate to such a residence at their own expense.


References: Two references will be requested.


Terms of Employment: This position is for a permanent, part-time position, subject to a preliminary review after three (3) months and a final review after twelve (12) months. 


The Administrative Officer’s pay will be subject to the standard deductions regarding Personal Income Tax, Employment Insurance, Canada Pension Plan and Workers’ Compensation. 


The position is for 30 hours per week. 


Salary: $35,000 to $40,000 annually.


Vacation and Sick Leave Allowances/Notice: The Administrative Officer will receive two (2) weeks vacation leave (8 days), and five (5) days sick leave per year. Two (2) weeks notice for requested vacation days is required, unless this requirement is waived by the employer on a case by case basis.


The legally required allowance for vacation pay will be provided.


Other Benefits:  Attendance at certain conferences and at professional training opportunities will be supported by Heritage Ottawa, on salaried time.


Employment Flexibility: The configuration of a given work week will be designed to meet the requirements of the organization, but will take into consideration the personal constraints and needs of the employee. Periodic paid attendance at evening Board meetings and other evening and weekend meetings or activities may be required.


Administrative and Travel Costs: There will be compensation for agreed to expenses while on official Heritage Ottawa business. All such costs incurred while undertaking these duties must be pre-approved by the Executive Committee. Approved expenses will be reimbursed by the Treasurer.


Signing Authority: The Administrative Officer position has no signing authority.


Office Access: Heritage Ottawa’s office is located at 2 Daly Avenue, Ottawa, Ontario. An office key or building key to facilitate entry and after-hours access to the office will be provided.


Confidentiality: All Heritage Ottawa information to which the Administrative Officer has access to is to be considered as confidential. No information is to be used or released by the Administrative Officer other than in the regular performance of his/her duties, without the prior approval of the Board of Directors.


Termination of Employment: Termination of employment with cause on legal notice will apply.  The employee is requested to provide two (2) weeks’ notice of his/her desired termination of service.


An exit interview at the end of the work term for the benefit of both the employee and Heritage Ottawa will be undertaken to evaluate the success of the position.


Heritage Ottawa Code of Conduct: The Administrative Officer will be required to understand and abide by the tenets of the Heritage Ottawa’s Code of Conduct.


For further information: send an email to the attention of the Vice-President, Operations, at .


How to Apply
Please mention you saw this posting on WorkInNonProfits.ca.
Submit a resume and a covering letter outlining how you meet the skills, qualifications and requirements of the position by mail to Heritage Ottawa, 2 Daly Avenue, Ottawa, Ontario, K1N 6E2, or electronically to . Please indicate in the subject line: Administrative Officer Competition.
Contact Details
Robert Moreau
Heritage Ottawa
2 Daly Avenue
Ottawa, ON, K1N 6E2

Tel: 613-370-1819
Fax: 613-564-4428
www:   www.heritageottwa.org

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