Summary The Digital Media Assistant provides administrative and project coordination support to the Digital Media Division. This role is responsible for coordinating all digital communications to support events for members and updates to the Association’s bilingual internal and public websites.

Essential Duties and Responsibilities

- Manage and monitor the Digital Media Division’s shared email inbox.
- Review incoming website update requests and email campaign requests to determine requirements, gather necessary information, compile clear instructions and assign tasks to team members.
- Assist with the coordination and execution of email campaigns that support member events and activities, ensuring timelines and deliverables are met.
- Create, maintain, and update documentation throughout the lifecycle of tasks and projects using the project management platform Smartsheet.
- Support quality assurance testing of website updates, email communications, and digital content.
- Review completed work to ensure it meets established quality standards, accuracy, and project requirements. Identify errors, inconsistencies, or opportunities for improvement and provide constructive feedback to team members prior to task or project completion.
- Maintain ongoing communication with team members regarding project progress, priorities, deadlines, potential risks, and deliverables to support the successful completion of projects.
- Coordinate content development, proofreading, and translation requests.
- Provide project status reports and updates to the Digital Media Manager, project leads, team members, and internal stakeholders.
- Develop, maintain, and update Standard Operating Procedures (SOPs) to ensure processes are documented, consistent and current.
- Prepare meeting agendas, record meeting notes, track action items,



and follow up on assigned tasks.
- Perform other related duties as assigned.

Qualifications and Experience

Education and Experience

- Minimum two-year post-secondary diploma in business administration, communications marketing, digital media, or a related field, or an equivalent combination of education and relevant experience.
- Experience in administrative, communications, project coordination or digital media support role is considered an asset.

Knowledge, Skills, and Abilities

- Excellent organizational and time management skills, with the ability to manage multiple priorities simultaneously.
- Strong attention to detail and commitment to producing accurate, high-quality work.
- Strong analytical and problem-solving abilities.
- Excellent verbal and written communication skills.
- Proven ability to work collaboratively in a team environment while demonstrating initiative, accountability, and professionalism.
- Collaborative work style, strong work ethic, and personal accountability.
- Ability to adapt to changing priorities and meet deadlines in a fast-paced environment.

Technical Skills

- Proficiency with Microsoft 365 applications, including Outlook, Teams, Word, Forms, and Excel.
- Experience using project management and collaboration tools.
- Familiarity with website development processes and digital communications workflows is an asset.
- Working knowledge of the following platforms is considered an asset:
- Smartsheet
- Pastel
- Cyberimpact
- MailChimp
- Eventbrite

*Training will be provided.

Language Requirements

- Bilingualism (English and French) is considered a solid asset.

Pay: From $53,000.00 per year

Benefits

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

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

📌 Digital Media Assistant (Ottawa)
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