Education & Qualifications

· Post-secondary degree or diploma in office administration or similar type program

· Minimum of three years of administrative experience· Strong English verbal and written communication skills, with the ability to proofread and edit documents effectively· Ability to travel & work occasional weekends for events· Exceptional attention to detail with a high level of accuracy· Proficiency in Microsoft 365 (intermediate level preferred; basic proficiency required)· Resourceful, proactive, and comfortable taking initiative· Flexible and adaptable, with the ability to manage changing priorities· Compassionate, empathetic, and committed to maintaining confidentiality· Team-oriented with a collaborative and supportive approach Assets:· Experience with event planning

· Fluency in French

Essential Duties and Responsibilities

· Answer incoming phone calls and emails as they pertain to CHAMP Seminars

· Assist with generating lists of possible attendees for each seminar through CRM reports

· Assist with sourcing seminar venues and proposals for venue selection by researching hotels, evaluating offerings, contract negotiations, initiate credit applications, negotiate deposits and initiate deposit vouchers for payment

· Provide seminar details and list of invitees w contact info; review invite designs in collaboration with Digital Media Division

· Review and approve invitation email, Eventbrite page & agendas as required

· Review travel request forms, any travel special requests or complex travel requirements (in collaboration with Travel Committee &/or Manager when necessary)

· Source & review options for ground travel booking/arrangements

· Request & ensure all required Vulnerability Sector Checks (VSC’s) are received and provided to HR as required





· Source and book reservation for each pre-seminar staff lunch

· Assist with creating & reviewing BEO’s & session floorplans for approval

· Request & review seminar A/V requirements for approval & ensure coordination on site

· Source, research, & communication for vendor booking and assist with coordinating

· Assist with preparing Working Program details/content

· Assist with session note updates as required

· Assist with approved materials to be shipped (in collaboration with Publications)

· Assist with onsite logistics at seminars

· Assist with creation of seminar final report

· Assist with post seminar – compile any reported issues for review and all relevant information for seminar development, further initiatives and improvements

· Assist with coordinating and participating in CHAMP Seminars Session Committee meetings

Additional Duties & Responsibilities

· Collaborate regularly with other Member Programs staff to identify &/or address any issues or concerns as they pertain to CHAMP Seminars

· Provide backup support for team members during their planned time off.

· Respond to requests from internal and external parties as they pertain to CHAMP Seminars

· Assist with program optimization and efficiency building initiatives.

· Demonstrate exceptional verbal communication skills, and proficient writing skills for correspondence.

· Achieve a high degree of accuracy and maintain highly organized.

· Be flexible to work well individually and as a Team Player.

· Perform other related duties/ projects as required.

Pay: From $52,000.00 per year

Perks:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care

Work Location: Hybrid remote in Ottawa, ON K1V 0C4

📌 Administrative Assistant, CHAMP Seminars (Canada)
🏢 The War Ampsu002FLes Amputés de guerre
📍 Canada