Macdonald-Laurier InstituteTo apply for this job, interested applicants are asked to email their CVs and cover letters to Operations@macdonaldlaurier.ca. Applications will be accepted until November 13, 2020. 

The Macdonald-Laurier Institute in Ottawa is a vibrant think tank in Canada’s capital city, where we have already had a major impact on public policy debate. We are seeking a full-time Administrative Assistant (Project Management and Daily Operations) with a combination of skills.

Reporting to the Managing Editor, the Administrative Assistant will be integral part of the Institute’s team and expected to manage the governance and general administration of the office. This position requires a leader who is both systematic and visionary in their approach to managing the Institute’s daily operations.

 

KEY RESPONSIBILITIES


Project Management

  • Assist in administering the Institute’s Annual Business Plan in conjunction with the team
  • Review and prepare all documents, reports and other correspondence materials for the Project Management team
  • Enter in all new grants into the project management system as they come in and assist the project managers with tracking deadlines
  • Maintain the Donor database and reporting schedule for each grant agreement

Governance

  • Build relationships with members of the Board of Directors and the Advisory Council
  • Ensure timely communication with the Board of Directors
  • Assist the Managing Director with the Board of Directors quarterly meetings (Prepare Board Package and take Board minutes)

Administrative Support

  • Provide administrative support to all MLI Employees
  • Manage daily office operations, negotiate contracts, manage vendor relationships, act as primary liaison with MLI’s landlord, develop and oversee office standard operating procedures
  • Prepare the Management team for the Management Meeting and all staff meetings and maintain agenda items and working lists
  • Assist with preparing staff meetings to maximize the collaborative effort of the team towards effective decision-making
  • Manage info email account and act as the first point of contact for MLI
  • Maintain electronic filing system, update and redefine system when required
  • Manage the Inside Policy distribution list and coordinate mailing
  • Maintain all software licenses for all office staff
  • Provide orientation/training to new staff on all aspects of MLI
  • Assist with travel and accommodations for MLI staff when requested
  • Coordinate and execute all donor stewardships activities including thank you calls, cards, mailings and e-communications
  • Provide administrative assistance to MLI team with preparing and editing introductory letters and packages to potential funders for projects
  • Maintain all databases, and passwords lists

Perform all other duties as shall be prescribed by the Managing Director or his designates

 

REQUIRED CHARACTERISTICS AND SKILLS

 

  • Enjoyment of the cut and thrust of vigorous debate over national public policy in Canada
  • Understanding of the unique nature of the think tank world
  • Work well with a team of diverse personalities
  • Tactful, mature, flexible, decisive and organized
  • Strong communication skills, oral and written
  • Computer literacy, including effective working skills of MS Word, Excel, PowerPoint and e-mail required
  • Previous experience in project management software such as Monday.com and Airtable
  • Strong analytical skills, numerical and reasoning abilities
  • Ability to recognize and act on the organization’s priorities
  • Results-orientated with the ability to manage multiple tasks and competing priorities in a small organization
  • University degree in relevant field is highly desirable, as is bilingualism

Compensation and Conditions 

Pay is negotiable but will be competitive with similar jobs in Ottawa. Occasional unsociable hours may be required. The Institute is strictly non-partisan; working for MLI is incompatible with active membership in any political party.

To apply for this job, interested applicants are asked to email their CVs and cover letters to Operations@macdonaldlaurier.ca. Applications will be accepted until November 13, 2020. 

MLI would not exist without the support of its donors. Please consider making a small contribution today.