Office Administrator

Job Description

Job Description

ᐃᖅᑲᓇᐃᔮᖅᑖᕋᓱᐊᖅᑐ ᐃᓚᒋᔭᐅᖃᑕᐅᓪᓗᑎᒃ ᐃᓄᐃᑦ ᓄᓇᖓᓐᓂ ᓄᓇᓕᕆᓂᕐᒧᑦ ᐊᖏᕈᑎᐅᓯᒪᔪᓄᑦ ᓯᕗᓪᓕᖅᐸᐅᑎᑕᐅᓂᐊᖅᑐᑦ ᐃᖅᑲᓇᐃᔮᖅᑖᕐᑎᑕᐅᔪᓐᓇᖅᑐᓄᑦ. ᐃᑲᔪᖅᑐᕐᐸᑦᓯ ᐃᖅᑲᓇᐃᔮᖅᑖᕋᓱᐊᖃᑕᐅᔪᓯ ᓇᓗᓇᐃᖅᓯᖁᓪᓗᓯ ᐃᓚᒋᔭᐅᖃᑕᐅᓂᑦᓯᓐᓂᒃ.

Iqqanaijaaqtaarasuaqtut ilagijauqataullutik Inuit Nunanganni Nunalirinirnmut Angirutiusimajunut sivulliqpautauniaqtut iqqanaijaaqtaartitaujunnaqtunut. Ikajuqturpatsi iqqanaijaaqtaarasuaqataujusi nalunaiqsiqullusi ilagijauqataunitsinnik.

APPLICANTS WHO ARE REGISTERED UNDER AN INUIT LAND CLAIMS AGREEMENT WILL BE GIVEN PRIORITY HIRING. WE ENCOURAGE INUIT APPLICANTS TO SELF-IDENTIFY. WE RESERVE THE RIGHT TO ENSURE AUTHENTICITY OF INUIT OR OTHER INDIGENOUS IDENTITY CLAIMS.

Closing Date: May 4, 2026

Office Administrator - Existing position

Band: 1 - $46,272 - $57,840 **Compensation is aligned with internal equity and market benchmarks. In limited circumstances, offers above the posted range may be considered for candidates with exceptional qualifications or highly specialized expertise**

This role, as with all positions at ITK is 100% in-office, requires being in the office full-time at 75 Albert Street, Ottawa, ON.

We do not use AI to assess or screen applications. Our hiring process is grounded in human review and values lived experience, cultural competency, and diverse career paths, in addition to formal education and work experience.

JOB SUMMARY

Under the direction of the Manager, Finance & Administration, the Office Administrator is responsible for providing front-line reception services, as well as planning and overseeing all administrative support and office services for Inuit Tapiriit Kanatami (ITK). This role is the first point of contact for visitors and callers and supports the day-to-day functioning of the office through routine administrative and clerical tasks.

This includes organizing and communicating office activities, reception duties, supplies and stationery. This individual is also responsible for providing administrative support to the management team. This individual must demonstrate a strong attention to detail and the ability to balance multiple demands simultaneously.

The incumbent will also assist with other departmental administrative and/or financial duties as directed and act as a back up to the Finance and Travel Coordinator.

KEY ACCOUNTABILITIES

ADMINISTRATIVE

• Assist the department Directors as needed in the coordination of their administrative requirements i.e. meeting logistics, meeting preparation, general administrative tasks etc.
• Greet visitors and respond to general inquiries in person, by phone, and by email.
• Answer & direct incoming calls and messages.
• Receive, sort, and distribute mail and deliveries.
• Maintain a clean, organized, and welcoming reception.
• Monitor and track all office inventory i.e. computer, office equipment and furniture.
  
• Manage all meeting areas of ITK.
• Ensure the daily kitchen clean-up is being done and coordinate monthly clean-ups and maintenance.
• Perform other administrative tasks as requested by the Director.
• Act as the primary liaison for all facility related activities i.e. coordinate with the Landlord and other third-party suppliers to ensure all ITK needs are met.
  

FINANCIAL

• Act as back up to the Administrative and Travel Coordinator during peak travel times i.e. travel booking and scheduling and receiving invoices for completed travel and accommodations;
• Assist the Administrative and Travel Coordinator with reconciliation of invoices, travel claims, credit card statements and/or other financial tasks as required by the Director, Finance & Administration.
• Assist Accounts Payable with invoice entry, credit card reconciliation, and point of contact for vendors.
  

HUMAN RESOURCES

• Provide basic administrative support to Human Resources i.e. scheduling, filing, interacting with candidates, etc.
• Assist with other Human Resources administrative tasks as required.
  

AUTHORITY

• This position holds no decision-making or financial authority.
• Work is completed under regular supervision and within established procedures.

REPRESENTATION AND RELATIONSHIPS

• Must have strong interpersonal skills;
• Must be able to work as part of a team with staff and members of Inuit organizations;
• Sensitive to local, political and cultural issues;
• Performs other duties as assigned.

QUALIFICATIONS

• Strong customer service and interpersonal skills.
• Clear and professional verbal and written communication.
• Basic organizational and time management skills.
• Ability to follow instructions and complete tasks accurately.
• Attention to detail in clerical and administrative work.
• Basic computer skills (Microsoft Office, email, data entry).
• Ability to work cooperatively with others.
  
• Effective oral and written communication skills.
• Basic bookkeeping procedures.
• Ability to work both independently and co-operatively with a variety of individuals and groups.
• Able to maintain filing systems, databases, and basic diary/minutes management.
• Strong data entry and record keeping skills with the ability to pay attention to detail.
• Computer skills in Microsoft Office (Word, Excel, Access and Outlook), trouble shooting and Internet.

EXPERIENCE & EDUCATION

• Minimum of one year in a similar position i.e. receptionist, office administrative, or customer service role.
• Ability to speak Inuktitut/Inuinnaqtun and English is essential
• High school diploma or equivalent.
  
• Any combination of education and experience providing the required skill and knowledge for successful performance is evident.
  

OTHER REQUIREMENTS

• Work is of moderate complexity;
• Regular direction and supervision provided;
• Decisions are made within specific guidelines established by the director;
• Consequences of error are moderately low;
• Frequent short notice requests may become stressful;
• Occasional overtime may be required.
  

BENEFITS

Conditional to ITK’s Human Resources Policies, you may be eligible for:

• 100% employer-paid group insurance upon hire
• Employer RRSP contributions
• Annual training allowance
• Excellent health and wellness allowance
• Relocation allowance
• Vacation – starting at 3 weeks/year
• Paid Christmas break (usually between Xmas and New Year)
• Candidates with exceptional skills or experience may be considered for compensation above the posted range.

*Applicants who are registered under an Inuit Land Claims Agreement will be given priority hiring. We encourage Inuit applicants to self-identify. We reserve the right to ensure authenticity of Inuit or other Indigenous identity claims.

We would like to thank all applicants in advance for their interest in ITK however, only those selected for an interview will be contacted.