Program & Administration Assistant

Seed Change | Finance & Administration
Department,
Full-time (100% FTE, 35 hrs/week) | Ottawa-based, with periodic telework flexibility | Unionized position | Starting Salary ($70,629.14 - Band 2, Step
1)
Seed Change is looking for a highly organized, detail-oriented Program & Administration Assistant to join our Finance & Administration team. This is a role for someone who genuinely enjoys bringing order to complexity — someone who can juggle multiple deadlines, keep dozens of moving pieces on track, and make sure nothing falls through the cracks.
You’ll play a central role in supporting Seed Change’s programs, partners, staff, and leadership — from coordinating quarterly financial reporting with our international partners, to organizing travel and events, to maintaining our donor database and supporting HR and office operations. If you thrive on structure, take pride in accuracy, and want your work to directly strengthen an organization working with partners internationally and across Canada, we’d love to hear from you.
Reporting to the Senior Executive Assistant, you’ll work closely with staff and partners across Seed Change’s Canadian and international programs.
What You’ll Do   Program & Partner Administration (25%)   Coordinate the quarterly financial reporting (QFR) process from start to finish — tracking deadlines, supporting partners with templates and guidance, reviewing submissions for completeness, following up on gaps, and compiling finished packages for Finance and program staff. You’ll also support broader program administration: records, reports, presentations, and logistics for partner visits and workshops.
Travel, Meetings & Event Logistics (15%)   Organize logistics for meetings, workshops, conferences, and events — booking spaces, arranging travel, preparing materials, and liaising with vendors and travel providers, including for international program activities.
Fundraising & Donor Database Administration (15%)   Keep our donor database accurate and current: updating records, running data-quality checks, preparing mailing lists and reports, and supporting fundraising staff with routine administrative needs.
General & Office Administration (15%)   Be a go-to point of contact for organizational inquiries, keep the office running smoothly, manage supplies and vendor relationships, and support document management and records retention.
Human Resources Administration (15%)   Support onboarding and offboarding, maintain staff records, and help coordinate recruitment logistics, training, and staff engagement activities.
Organizational Systems, IT Coordination & Cross-Coverage (15%)   Maintain equipment and software inventories, liaise with IT service providers, support process documentation, and provide administrative cross-coverage across teams as needed.
What You Bring     Post-secondary education/training in administration, business, or program administration — or equivalent experience
3+ years of program support or project administration experience
Experience coordinating processes with multiple deadlines, stakeholders, and documentation requirements
Experience organizing meetings, events, and domestic/international travel
Experience maintaining databases or administrative information systems
Excellent organizational, planning, and time-management skills, with exceptional attention to detail
Strong interpersonal and communication skills — you can follow up clearly, respectfully, and persistently
Comfort with spreadsheets, reporting templates, and detailed records
Proficiency with Google Workspace and Microsoft Office 365 (especially Excel, Outlook, Word, Teams, SharePoint)
Sound judgment about when to elevate issues, and the ability to handle confidential information appropriately
A collaborative, self-directed working style and a commitment to equity, inclusion, and respectful workplace practices
Commitment to Seed Change's mission and values
Nice to have:

Experience with grant, partner, or financial reporting processes
Experience supporting international programs or partners across time zones
Nonprofit or international development sector experience
Fluency in French

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