We Are Hiring: Office Administrative Assistant – Event and Client Relations

Job Description – Office Administrative Assistant – Event & Client Relations 

Position: Full-Time Contract Employee 

Location: Predominantly Onsite downtown Ottawa – limited work from a home office

Proposed Start Date: May 4, 2026

Salary: $20/hour

Hours – 8-hour shifts between 8:00 am and 6:00 pm with occasional evenings and weekends

What is Impact Hub Ottawa?

Established in 2012, Hub Ottawa is a not for profit, coworking space located in the heart of downtown Ottawa dedicated to serving change-maker entrepreneurs, businesses, and working professionals seeking a community of like-minded individuals who drive impact and positive change.  Hub Ottawa offers offices and desks, meeting and event spaces, ongoing learning events, and networking opportunities.  Members are entitled to perks including free consulting with the growing team of expert coach mentors, and free quality teas and coffee. Hub Ottawa also has dedicated programs, such as Compassionate Co-Working, that support cohorts of entrepreneurs via skills development and networking. Hub Ottawa is the only Canadian member of the Global Hub Network.

Job Overview

We’re looking for a motivated and detail-oriented Event and Client Relationship Coordinator to join our team! This role is ideal for someone who enjoys working with others and communicating with the public. They will be organizing, planning, and supporting successful events and supporting the day-to-day operations that help a mission-driven organization thrive.

As an Event and Client Relationship Coordinator, you’ll use your communication, organization, and problem-solving skills to ensure the smooth running of our event space, support administrative processes, and contribute to an inclusive, efficient, and inspiring work environment for our booking guests, members and team.

We’re looking for someone passionate about sustainability, diversity and inclusion, community building, and social innovation. The ideal candidate is organized, approachable, and thrives in a dynamic, collaborative setting. This is an excellent opportunity to build professional experience while working with a team dedicated to creating positive social and environmental impact in Ottawa.

Hub Ottawa is committed to promoting access to this opportunity for equity-deserving groups. We encourage applications from individuals of equity-seeking communities, including racialized and Indigenous persons, persons with disabilities, women, and persons of all sexual orientations and gender identities/expressions.

Responsibilities: 

• Welcome and greet members and guests of Hub Ottawa, provide site tours, answer questions, help with troubleshooting and encourage engagement among our 320+ members
• Routinely clean, organize and provide general upkeep to coworking and meeting areas.
• Support the team with opening and closing responsibilities for the two floors at 123 Slater Street. 
• Manage and coordinate all space rental inquiries, bookings, agreements and payments through our space management CRM software, online tools, and communication channels
• Lead on setting up and tearing down different spaces for bookings, ensuring all necessary equipment, tech and add-ons are in place
• Be on-site during bookings to support clients with audio/visual equipment, building access, optional add-ons and any issues or requests that may arise
• Coordinate with the Hub Ottawa team and event hosts to ensure the smooth running of all after-hour events
• Lead the coordination and hosting of our own workshops for members, program participants and non-members
• Liaise, manage and develop relationships with vendors and suppliers to improve our offerings and value proposition
• Update the Hub Ottawa website events page and calendar
• Support the Hub Ottawa team in the development and implementation of new space rental offerings and promotional strategies to enhance our space rental experience, increase revenues and improve the sustainability of events 
• Coordinate with the team to ensure that events reflect the vision and values of our overall strategy

Requirements

• Experience with event coordination, hospitality, client relations, or administrative roles
• Strong organizational and time management skills, with the ability to manage multiple bookings, tasks, and priorities simultaneously
• Excellent verbal and written communication skills, with a professional and friendly approach to client and member interactions
• Demonstrated ability to troubleshoot issues in real time and remain calm under pressure, especially during live events
• Comfort with basic A/V equipment and event tech setup (or willingness to learn quickly)
• Attention to detail, particularly in managing logistics, contracts, and event execution
• Interest in hosting and organizing community engagement and learning-focused workshops
• Able to be physically active (moving tables, chairs, carrying dishware etc.) and ability  to work varied hours each day, depending on event bookings
• Must be between 15-30 years of age
• Be a Canadian citizen, a permanent resident, or someone who has been officially granted refugee protection in Canada and legally entitled to work in Canada (which means you must have a valid Social Insurance Number)

WORKING CONDITIONS

This full-time position is 100% on-site at 123 Slater Street, Ottawa in an office environment. The site has limited kitchen facilities (ie coffee, tea, fridge, microwave). There is no parking available however there is space for bike parking. We are two blocks away from Parliament LRT station, and close to many bus stops.

To Apply:

Interested candidates can apply by sending a resume and cover letter to hello@hubottawa.org.

Please note that we will be reviewing applications and interviewing candidates on a rolling basis. Interested candidates are strongly encouraged to apply early. We thank all applicants, but only selected candidates will be contacted and invited to the next step in the hiring process. 

Should the application form or process present any barriers to your application, please contact the team at hello@hubottawa.org or (613) 680-3506.