Administrative Assistant

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Our client is a Canadian company operating in the environmental space. They are seeking an Administrative Assistant to join their team full‑time on-site in Ottawa East, Ontario.

The successful Administrative Assistant will play a key role in supporting day‑to‑day office operations. This is a hands‑on, on‑site position for someone who enjoys being at the centre of the business and contributing across administration, bookkeeping support, payroll and benefits coordination, vendor management, and internal operations. Working closely with senior leadership, this role provides broad exposure to how the organization functions, with opportunities to learn and grow across finance, HR, compliance, systems, and office management. The ideal candidate values organization, accountability, and collaboration, and takes pride in creating a well‑run, efficient, and professional office environment.

Some of your key responsibilities in this role will include:

Office Administration & Operations:

Assist with day-to-day administrative tasks, maintaining a well-organized and efficient office environment.
Assist with purchasing and inventory management for office supplies, furnishings, and equipment to help maintain physical office space.
Coordinate with suppliers, negotiate contracts, and manage vendor relationships.

Financial Structure:

Learn the layout of our client’s bookkeeping, including using and sharing reports of accounts payable and receivable, journal entries, and financial reconciliations.
Learn our client’s payroll processing, timesheet management (Big Time), expense submissions, and payments using QuickBooks Online and Plooto payment portals.

Human Resources & Compliance:

Manage employee benefits package administration and liaise with benefits providers, ensure proper payments are included in payroll.
Work with senior staff to assist in onboarding processes, assist staff creating employee profiles and building training programs in portals for staff training (ISNetworld), learn the OHS reporting processes and how it impacts our client’s ability to work in different provinces
Ensure compliance with WSIB (Ontario), WSCC (Nunavut), WCB (Manitoba, Saskatchewan), and other provinces as may occur.

Technology & Social Media Management:

Assist with management of software subscriptions and ensure smooth operation of office management systems as well field management systems (Uinta, Garmin, Juniper).
Assist with social media engagement, and scheduling, ensuring consistent brand presence and engagement.

Leadership & Communication:

Support senior management with administrative tasks, reporting, and strategic planning.
Facilitate communication across departments to ensure workflow efficiency.
Foster a positive and productive work environment.

Qualifications:

A diploma or degree in Business Administration, Office Management, Accounting, and/or at least 5 years of experience in bookkeeping, or administrative roles.
Proficiency in QuickBooks Online (QBO), payroll systems, Excel and MS Office Suite is required.
Strong organizational, multitasking, and communication skills are required, along with knowledge of HR policies, employee benefits administration, and workplace safety regulations.
Experience in social media management is an asset.
Professionalism, integrity, and discretion with confidential information are highly valued.
Must value fostering a cohesive working environment.
Demonstrated aptitude for office administration and accounting/bookkeeping.
Demonstrated time management and organizational skills.
Demonstrated ability to build relationships with internal and external partners.
Exceptional initiative and curiosity to ask questions.
Must have a valid G driver’s license.

Application Instructions:

While we appreciate all inquiries, only qualified candidates will be contacted.
Please send a resume to Melissa Krakana at melissa.krakana@summitsearchgroup.com

Summit Search Group is a fair and equitable search firm. We welcome and encourage applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the recruitment and selection process.