Location: Ottawa, ON

Job Title: Administrative Assistant, Advocacy

Term: 1 year Maternity

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

Perks

- On-site parking
- Paid time off

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

📌 Administrative Assistant, Advocacy (Contract) (Ottawa)
🏢 The War Amps/Les Amputés de guerre
📍 Ottawa