Office & HR Administrator

Closing Date: Sunday August 9, 2026

Office & HR Administrator

The Centre for International Governance Innovation (CIGI) is an independent, non-partisan think tank whose peer-reviewed research, foresight and trusted analysis influence policy makers to innovate. With the engagement of a global network of experts and contributors, CIGI tackles the governance challenges and opportunities of data and transformative technologies, including AI, and their impact on the economy, security, democracy and, ultimately, societies. CIGI delivers independent world-leading research and analysis to influence policy on cutting-edge issues that intersect transformative technologies and governance.

POSITION SUMMARY

The Office & HR Administrator plays a central role in supporting both human resources and office operations, contributing to a positive employee experience and a well-run workplace. Reporting to the Director of HR, this role provides broad exposure to all aspects of human resources while serving as a key resource for employees across the organization. The position supports recruitment and onboarding, maintains employee records and internal documentation, coordinates engagement initiatives, provides payroll backup support, and serves as the first point of contact for HR-related inquiries.

In addition to its HR responsibilities, the role oversees daily office administration, including reception, visitor assistance, mail and courier coordination, and office supply management.

DUTIES AND RESPONSIBILITIES

Human Resources & Employee Experience

  • Support full-cycle recruitment activities, including job postings, interview scheduling, and onboarding.
  • Maintain confidential employee records, organizational charts, seating plans, staff directory, and other internal HR documentation.
  • Manage the HR inboxes and respond to employee inquiries related to benefits, policies, and events..
  • Coordinate employee engagement initiatives, including wellness activities, employee recognition, and monthly birthday messages.
  • Represent HR on internal committees including the ED&I, Health & Safety, Social Committee, etc.
  • Support internal employee communications.
  • Maintain and deploy employee surveys.
  • Provide backup payroll support as required.
  • Support Director of HR with administrative duties as assigned.

Reception & Office Administration

  • Greet and direct visitors, staff, and guests professionally.
  • Manage front desk duties including mail handling and courier coordination.
  • Monitor and respond to the general info email inbox and front desk phone.
  • Maintain and order kitchen supplies, stationery, and refreshments.
  • Track and manage parking passes and building access.
  • Monitor and maintain First Aid Room supplies and AED.
  • Maintain a welcoming and professional office environment.
  • Oversee office supplies inventory and ordering.
  • Coordinate with the facilities team to ensure office environment is clean and functional.
  • Other duties as assigned.

KNOWLEDGE, SKILLS, AND QUALIFICATIONS REQUIRED

  • College diploma or certificate in Business Administration, Human Resources, Office Administration, or a related field.
  • Minimum of 2 years of office administration experience.
  • Previous experience in HR administration is considered an asset.
  • Strong interpersonal, communication, organizational, and time-management skills, with exceptional attention to detail and discretion.
  • Proficiency with Microsoft 365, Adobe, and other workplace technology tools.
  • Professional, team-oriented, and service-focused attitude.

BENEFITS AND COMPENSATION

  • Salary range: $50,000 - $60,000
  • Comprehensive group benefits plan, including health and dental coverage, short- and long-term disability, basic life insurance, and AD&D.
  • Generous group RRSP program.
  • Annual Flexible Spending Account.
  • Continuing education and professional development support.
  • Generous vacation policy, paid sick days, family care days, personal days, and a paid volunteer day.
  • Work-from-anywhere weeks.
  • On-site wellness offerings, including yoga classes and access to a registered massage therapist.
  • On-site café with complimentary beverages every Tuesday.

This position is based at our CIGI Campus in Waterloo, Ontario, where employees have a hybrid work environment which requires them to be in the office a minimum of 2 days per week. This job posting is for a replacement position.

Interested applicants are invited to submit a resume and cover letter to [email protected] by August 9, 2026. Incomplete applications may not be considered. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

CIGI is committed to providing an inclusive, equitable and accessible environment. Our goal is to attract and retain highly talented employees from diverse backgrounds, including Indigenous peoples, persons with disabilities and members of visible minorities. Accommodation is available throughout the recruitment and hiring process upon request.

This salary range listed above reflects the starting compensation for new hires in a full-time capacity. Final compensation will be determined based on experience, education, and skills. In exceptional circumstances, an offer above the stated range may be considered.