Job Summary
**Location: On-site, National Gallery of Canada, 380, Sussex Drive, Ottawa
This position has been designated for Indigenous applicants only. Applicants who do not self-identify as Indigenous will be deemed ineligible.
About the position
With the establishment of the Indigenous Ways and Decolonization (IW&D) department, and as part of the gallery’s commitment to Indigenous peoples, practices, and histories of this land, the Indigenous Ways and Decolonization department seeks applications for a full-time (37.5 hours per week) Administrative Assistant. The successful candidate will be a resourceful, detail and service-oriented person who thrives in a dynamic, international and professional work environment.
Supervised by the Senior Manager, Policy, Protocols and Strategic Initiatives, and supporting the Executive Assistant to the Vice-President, Indigenous Ways and Decolonization, and the Director, Indigenous Ways and Curatorial Initiatives, the Administrative Assistant will provide administrative functions for the department. Primary duties include, but are not limited to:
• Coordinating daily office operations including scheduling, maintaining files, calendars and correspondence, and assisting with general and detailed enquiries;
• Support the Executive Assistant in maintaining the financial accounting and purchasing systems; keeping monthly variance reports updated; managing office petty cash; reconciling the department’s credit card accounts;
• Maintaining inventories of office supplies and equipment;
• Procuring goods and services (including travel); track purchases; process invoices; process reimbursements for staff and guests;
• Assisting in coordination of staff and guest travel by making travel arrangements, making appointments and creating travel itineraries, among other things;
• Manage calendars of Senior Manager and Director by coordinating meeting requests, travel arrangements and reimbursements, appointments and itineraries;
• Assisting with the management and development of the collections by, for instance, coordinating paperwork related to the acquisition of artworks through purchase or donation;
• Support the Curatorial Assistant for the assembly and submission of documents and related materials for the certification of cultural property through the Canadian Cultural Property Export Review Board portal;
• Assisting with the coordination of human resources by, for instance, participating in the on-boarding of new staff and interns.
Requirements
Education :
Post-secondary certificate or diploma in administrative studies or an equivalent combination of education and experience;
Experience:
• Minimum of three years of work experience as an administrative assistant;
• Experience in providing financial support and budget functions;
• Experience in drafting routine correspondence;
• 3 years of experience and strong skills working with Microsoft Office applications, including Word, Excel, Outlook and PowerPoint;
Knowledge:
• Good understanding of Indigenous cultures, art and issues related to Indigenous peoples;
• Good understanding of the Gallery’s mandate and general functioning;
• Knowledge of bookkeeping principles;
• Working knowledge of an Indigenous language will be considered an asset;
• Working knowledge of French language will be considered an asset;
Skills/Abilities:
• Ability to work effectively under pressure;
• Ability to establish priorities, multi-task and meet tight deadlines;
• Ability to adapt to changing priorities;
• Ability to work independently and as a team member;
• Ability to communicate effectively both verbally and in writing;
• Discretion, integrity and good judgment;
• Initiative;
• Good interpersonal skills and team player;
Notice to Applicants: The People, Culture and Belonging team of the National Gallery of Canada, invites selected applicants for interviews by way of written communication via email as per the NGC Staffing Process. Should applicants opt to unsubscribe from receiving emails regarding employment in this organization, please note that we will not be able to communicate with you to participate in the interview process. We encourage applicants to update their career profiles, ensure Email Communication Consent preferences are set to allow emails and check email junk/spam folders regularly.
We encourage applicants to update their career profiles, ensure Email Communication Consent preferences are set to allow emails and check email junk/spam folders regularly.
Additional Information
• A variety of assessment tools may be used to assess candidates.
• The Gallery is committed to developing inclusive, barrier-free selection processes and work environment. Alternative selection tool methods and/or reasonable accommodation are available upon request.
• Candidates are encouraged to self-identify as a member of one or more employment-equity designated groups through the questions in the online application process.
The National Gallery of Canada values and celebrates everyone's life experiences, their voices and their histories, and are committed to the principles of Justice, Equity, Diversity, Inclusion and Accessibility (JEDI&A) in accordance with the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We are committed to having a skilled, diversified workforce that reflects Canadian society and invite applications from Indigenous, Black and racialized communities, women, persons with disabilities, and members of 2SLGBTQIA+ communities.
• Candidates are entitled to participate in the selection process in the official language of their choice.
Note: Applicants selected for interviews will receive email correspondence from the People, Culture and Belonging team at the National Gallery of Canada. If you have applied for a position at the NGC, please ensure that your career profile is up to date and that you have set Email Communication Consent preferences on this site to allow emails.
