Operations & Administration Manager

Location: Fully remote in Ottawa, ON

Employment Type: Full-time, 1-year contract

Travel: Some travel is required ~10% (maximum)

Salary: $70,000 – $80,000 depending on experience and expertise.

Deadline: January 26, 2026

About Equal Voice

Equal Voice is a national, registered charity dedicated to achieving gender parity in Canadian politics. Since 2001, we have been leading the charge in research, education, and leadership development to increase the representation of women and gender- diverse individuals in politics—at all levels of government. Through our programs, we provide the training, resources, and networks needed for women and gender-diverse individuals to run for office and thrive in political life.

Why Join Equal Voice?

Equal Voice is a small but high-impact team that values collaboration, innovation, and adaptability. As a multi-partisan organization, we unite people across the political spectrum to strengthen democracy and champion gender equity in public office.

We offer a supportive, flexible work environment with great perks, including:

• Competitive salary
• Comprehensive health and dental benefits
• Compensation for home office setup, internet and cell phone (maximums apply)
• Flexible work hours, but must be available for core team hours (10am-4pm EST)
• Three weeks of vacation
• Professional development and networking opportunities

About the Role

The Operations & Administration Manager will play a central role in keeping Equal Voice running smoothly and effectively. This role supports the team by managing day-to-day operations, administrative systems, and financial processes, while helping ensure the organization’s work is well-coordinated, organized, and responsive.

The ideal candidate is highly organized, detail-oriented, and comfortable working across administration, operations, and financial support, and is motivated by the opportunity to contribute to Equal Voice’s mission and impact through strong operational leadership.

Executive & Office Operations

• Manage the Executive Director and leadership team’s calendars, meetings, travel, and logistics
• Act as a gatekeeper for internal and external contacts, triaging requests, emails, and meeting asks
• Manage shared and general email inboxes, ensuring timely, professional responses and follow-up
• Oversee incoming and outgoing correspondence and maintain professional communication standards
• Draft, edit, and format emails, memos, meeting notes, and internal reports
• Coordinate ordering of organizational and event materials, including signage, banners, and supplies

Information, Data & Records Management

• Maintain and update the organization’s CRM, ensuring accurate and current contact and stakeholder records
• Manage contact lists across systems to support fundraising, programs, and communications
• Maintain organized digital filing systems for Board materials, contracts, policies, and correspondence
• File and track key documents and ensure sensitive information is handled securely and confidentially

Finance & Administrative Support

• Support accounts payable and accounts receivable processes, including invoicing, payments, and follow-up on outstanding accounts
• Support donation processing and reconciliation in collaboration with the Development team
• Prepare financial documentation for accountants, auditors, and the fractional CFO, as required
• Assist with budget and expense tracking, flagging discrepancies or issues early
• Provide administrative support to grants, funding applications, and financial reporting

Research & Reporting

• Conduct research and prepare briefings related to policy, partners, events, and organizational priorities
• Develop backgrounders, summaries, and tracking documents for the Executive Director and Board, as needed

Qualifications and Education:

• 5–7+ years’ experience in operations, administration, executive assistant, or office management roles
• Experience supporting senior leadership in a fast-paced, remote or hybrid environment
• Strong understanding of financial administration, including AR/AP, invoicing, and expense tracking
• Excellent organizational skills, attention to detail, and a proactive, solutions-oriented mindset
• Strong written communication skills and sound judgment when handling sensitive information
• Comfortable using tools such as Microsoft 365, Zoom, Monday.com, CRM systems, Mailchimp, Canva, Adobe, and similar platforms
• Demonstrated professionalism, discretion, diplomacy, and ability to manage competing priorities

About You:

• Solution-oriented: You thrive in fast-paced environments and bring structure, clarity, and follow-through to complex work.
• Strong executor: You manage details, priorities, and operational workflows with confidence and consistency.
• Financially comfortable: You are confident working with budgets, invoices, vendors, and suppliers, and bring accuracy to financial and administrative tasks.
• Systems-minded: You are digitally fluent and comfortable managing data, records, inboxes, and tools efficiently.
• Collaborative and professional: You support senior leadership and cross-functional teams with sound judgment, discretion, and reliability.
• Values-driven: You are motivated by contributing to a mission-focused organization and are comfortable working in diverse and multi-partisan environments.

How to Apply

Submit your resume and cover letter to [email protected] by EOD on January 26, 2026. Applications will be reviewed on a rolling basis, so early submissions are encouraged.

Equal Voice is committed to equitable, barrier-free hiring. We encourage applications from individuals who are racialized, Indigenous, LGBTQ+, persons with disabilities, and other equity-seeking groups. Accommodations are available upon request for candidates participating in the selection process.