Administrative Assistant, Self-Government

POSITION

Reporting to the Director of Self-Government, the Administrative Assistant is an integral member of the Self-Government Team, who proactively provides administrative and organizational support. The Administrative Assistant has the ability to effectively communicate, provide polite & professional assistance, and ensure that all clerical tasks are completed accurately and delivered with high quality and in a timely manner.

Employment Type

Full time, 35 hours per week (Monday-Friday 8:3-am-4:30pm)

Probation Period

3 months from the date of hire.

Education Required

• Certificate in Business Administration

Experience Required

• Minimum of 1-2 years of administrative, clerical, or coordination experience.

Overtime Status

Non-exempt.

DUTIES AND RESPONSIBILITIES

1. Performs day-to-day administrative/clerical duties, including photocopying, processing correspondence, emails, and other documentation.


2. Maintain polite and professional communication via phone, e-mail, and mail.


3. Conducts file searches, compiles file summaries, and assembles administrative reports for the Self-Government department.


4. Generate reports, transcribe minutes from meetings, create presentations, and conduct research.


5. Coordinates meetings and makes travel arrangements, such as booking flights, and cars, and making hotel and restaurant reservations.


6. Maintain a digital filing system.


7. Maintains general office supply inventory, including ordering and organization.


8. Prepares purchase orders, credit card reconciliations, and invoices for approval.


9. Liaise with different departments to improve performance and work efficiency.


10. Be familiar with current community resources, provide options and referrals, and connect programs as needed.


11. Keeps the Director of Self-Government informed of sensitive and important issues and events.


12. Exercises sound judgment and discretion with regard to the confidentiality of client information.


13. Creates a safe and healthy environment where facilities are well maintained.

Skills & Abilities

• A team player, the ability to develop effective and supportive relationships with all colleagues and promote/maintain collaborative approaches.


• Desire to be proactive and create a positive experience for others.


• Excellent organizational skills, ability to work well under pressure, and prioritize workload to meet tight deadlines.


• Extensive communication skills (verbal & written).


• Excellent interpersonal and time management skills in dealing with a wide range of senior management, various consultants, and external stakeholders. 


• Operates as part of a team and is flexible about the boundaries and functions of the job.


• Maintains professionalism in all circumstances.


• Recognizes and respects all cultural diversity and understands the Indigenous culture.

Preference will be given to those of Aboriginal Ancestry - per Section 16(1) of the Canadian Human Rights Act.

We thank all those individuals who applied. Given the large number of applicants we receive for our job postings, only those selected for an interview will be contacted.