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We are looking for an Administrative Assistant to provide day-to-day administrative and operational support to Know History's team, projects, and offices. Located in our downtown Ottawa office, this is an excellent full-time, entry-level position for a recent graduate looking to gain experience in a range of skills while working in a vibrant and collaborative environment.

Reporting to the Office Manager, you'll be responsible for handling a variety of administrative tasks and operations requests, such as answering phones, coordinating promotional material, setting up equipment for new employees, booking travel for fieldwork, organizing events, and assisting other members of the Know History team as needed. A fundamental part of this role involves working closely with Operations and leadership team members to solve problems, establish and track priorities, and anticipate obstacles before they arise.

As an Administrative Assistant, you understand how your work contributes to the bigger picture without losing track of the small detail. You know who to call and what to do to get the job done. In short, your resourcefulness, attention to detail, and ability to multi-task and follow through on assignments will bring a new level of organization to the team at Know History.

Responsibilities and Duties

  • Managing and responding to requests for operations and administrative support
  • Participating in weekly and quarterly Operations team meetings
  • Answering office phones, responding to emails, running errands, and printing documents
  • Running reports, maintaining stat sheets, compiling statistics
  • Management of office assets from computers and furniture to office supplies and swag
  • Setting up and configuring employee computers, accounts and user access to programs, as well as managing software licences and service agreements
  • Pulling and packing equipment for fieldwork, events, and new staff; coordinating mail out, drop off, or pick up
  • Management and upkeep of storage and inventory rooms
  • Liaising with staff, IT support company, and clients
  • Conducting office inspections and managing inventory (e.g., checking stock, ordering supplies, replenishing supplies)
  • Setting up/archiving projects and files with company systems (i.e., Dropbox, Airtable, ClickUp, etc.)
  • Helping organize company events, travel arrangements, and new employee onboarding
  • Receiving and sending mail and packages
  • Assisting in mailing promotional items, and project-related material
  • Skills and Qualifications
  • 1-2 years of experience with administrative support, office management, or similar area of experience
  • Understanding of day-to-day managing and prioritizing of tasks
  • Some demonstrated experience working with Microsoft Office; prior experience with Dropbox, AirTable and project management software are assets
  • Exceptional organizational skills with the ability to assess and prioritize multiple competing requests and deadlines
  • Strong verbal and written communication skills (plain-language writing is a must!)
  • Must be willing and able to lift up to 50 lbs
  • Prior experience with troubleshooting equipment, finances, and/or communications are assets but not required
  • A valid driver's license is an asset, however, the ability to reliably commute/work in the office is essential
  • Position Details
  • Hours: Full-time
  • Compensation: $20-$23/hr, with paid vacation, paid sick leave, and health and dental benefits.
  • Location: KH Ottawa Office
  • Other: State-of-the-art equipment provided (e.g., laptop, dual monitor, peripherals, etc.). Team members are also provided other resources, facilities, and training to pursue their passions.
  • How to Apply

If you are interested in joining Know History's team for this role, please apply by July 31st.

Know History is committed to providing equal employment opportunities. We know that, in order to understand our collective history, we need to prioritize Indigenous and diverse voices across all aspects of our organization. We strongly encourage candidates to apply and self-identify if they are Indigenous, members of racialized communities and visible minorities, people with disabilities, and people of any sexual orientation or gender identity and expression.

We are dedicated to providing an inclusive and supportive environment. If you have any questions or require accessibility or cultural accommodations, at any point in the application process, send us an email at via Isarta (mailvia Isarta) and we'll work with you to make sure your needs are

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