Administrative Assistant

Administrative Assistant

Know History is an Ottawa-based firm that provides historical research services to Indigenous organizations, government, museums, and heritage groups.  With recent growth we require a confident, capable and creative Senior Administrative Assistant to join our in-house team.

As an Admin Assistant, you’ll bring fresh ideas to help us improve the way we do business. Your superior organizational skills mean you’ll be on top of not only day-to-day tasks like managing the Director’s schedule, booking last minute travel, preparing expense reports, advanced document formatting in MS Word, organizing and reporting on meetings, and developing company templates and procedures, but also unexpected challenges like office equipment troubleshooting and assisting with last minute deadlines.

We are looking for a long-term Assistant who has excellent communication skills, is positive, and is comfortable liaising with clients and staff alike. When given direction, you aren’t afraid to ask for clarification, and always follow up to see that the job was done right. You know who to call and what to do to get the job done. In short, your resourcefulness, attention to detail, ability to handle multiple tasks at once, and ability to follow through on assignments will bring a new level of organization to the team at Know History.

General responsibilities include but are not limited to:

  • Scheduling meetings and appointments
  • Managing the Director’s Calendar
  • Organizing and booking travel for Fieldwork & Conferences
  • Preparing reports and meeting agendas
  • Advanced document formatting in MS Word & Excel
  • Managing office supplies & equipment
  • Maintaining company finances
  • Working in Dropbox to set up and maintain project folders
  • Maintaining the Know History Project Database
  • Supporting over 50 employees
  • Organizing company events

We are looking for someone with 3 to 5 years of experience in an office management/senior administrative capacity. Our ideal candidate has the ability to handle multiple tasks coming from multiple sources, excellent problem-solving skills, and the ability to work with minimal supervision and direction. Bookkeeping experience and advanced skills in Microsoft Office and the ability to troubleshoot common office hardware problems (printer set up, user account changes, etc.) are required, as are strong communication skills in English. Ours is a vibrant, collaborative office, and while our associates are expected to respect each other’s space, this position is best suited to someone who is comfortable working in an open environment.

This is a full-time position in our Ottawa office, with work conducted during regular business hours.  Know History offers a very attractive compensation package with vacation, benefits and a high salary range.

If you are interested in joining Know History’s team, please submit your CV (2 pages max), and a cover letter with two references to by February 21st. We thank everyone for their interest, however only candidates selected for an interview will be contacted.

Credit: Admin Clerk with CE Section. Cdn Contingent UNEF, types routine orders for 45 Man section responsible for all daily maintenance of 850 man base camp. Photograph attributed to Sgt Casey.