Administrative Assistant

The Scanning Company, LLC; Brantford; On-site; CAD 30,000 - 60,000; Full time

Job summary

A non-profit organization in Brantford, Ontario, is seeking a highly motivated Administrative Assistant to provide support to Senior Management. Responsibilities include coordinating meetings, managing communication, and maintaining filing systems. The ideal candidate will have post-secondary education, strong communication skills, and proficiency in Microsoft Office. Preference will be given to qualified First Nations applicants. This role ensures effective support and contributes to the organization's mission of enhancing the quality of life in First Nations communities.

Qualifications

• Completion of post-secondary education in Office Administration or Business Administration is preferred.
• Self-motivated with a friendly and professional demeanor.
• Excellent organizational and time management skills are required.

Responsibilities

• Coordinate and schedule meetings, take minutes and prepare agendas.
• Assist with preparation for presentations, workshops, and training sessions.
• Manage incoming calls and correspondence efficiently.

Skills

Proficiency in Microsoft Office Suite

Exceptional verbal and written communication

Strong interpersonal skills

Excellent organizational skills

Education

Post-secondary education in Office Administration or Business Administration

Tools

Adobe

Google Suite

Job description

Administrative Assistant

Location: Brantford, Ontario

The Ontario First Nations Technical Services Corporation (OFNTSC) is a non‑profit organization that provides technical advisory services, training, and capacity development to First Nations communities in Ontario. By offering a wide range of specialized services and expertise, OFNTSC helps to enhance the quality of life, promote self‑sufficiency, and foster economic growth within these communities.

We seek a highly motivated and skilled Administrative Assistant to join our team at OFNTSC. Under the guidance of the Human Resources Manager, the Administrative Assistant will play a crucial role in providing support to members of Senior Management in tasks such as research, minute taking, scheduling and administrative support. This position requires exceptional interpersonal and communication skills, strong organizational skills, and a keen attention to detail, as well as the ability to handle various administrative tasks with professionalism and efficiency.

These tasks must be executed in alignment with the culture and values of OFNTSC while maintaining strict confidentiality.

Responsibilities

• Coordinate and schedule meetings and appointments, prepare agendas, take detailed meeting minutes and distribute them promptly to attendees.
• Assist with the preparation and coordination of presentations, workshops, events and training sessions.
• Assist with tracking project milestones, reporting and follow‑up on outstanding items and deliverables.
• Manage incoming telephone calls, directing clients to the appropriate person or department.
• Prepare and process outgoing mail and courier packages; receive, sort and distribute incoming mail.
• Draft, proofread and format written communications, including letters, reports and procedures.
• Maintain and update departmental electronic filing systems to ensure records are accurate, organized and compliant with retention policies.
• Perform administrative tasks such as filing, photocopying and scanning.
• Provide administrative support for managers and directors, including coordination of travel documentation and related financial submissions.
• Assist in preparing technical correspondence, reports and procedures that may include photos, charts and graphs.
• Liaise with the company’s travel agent to coordinate and book employee travel arrangements, including flights, accommodations and transportation.

• Provide administrative support to the Director of Engineering and Infrastructure Services, including preparing briefing materials, tracking project timelines, and maintaining confidential records.
• Assist departmental teams (Environment, Asset Management, Communications, and Human Resources) with data entry, report compilation and coordination of cross‑departmental initiatives.
• Support project management activities by organizing documentation, updating tracking systems and liaising with internal and external stakeholders to ensure effective communication and follow‑up on action items.

Qualifications

• Completion of post‑secondary education in Office Administration, Business Administration; an asset.
• Proficiency in computer operations, including Microsoft Office Suite, Adobe and Google Suite.
• Self‑motivated with exceptional verbal and written communication abilities.
• Strong interpersonal skills with a friendly, professional demeanor and proactive approach.
• Excellent organizational and time management abilities, with the capacity to manage multiple priorities and meet deadlines.
• Ability to work independently with minimal supervision as well as collaboratively within a team environment.

Conditions

• Reliable and insured vehicle and valid Ontario class G driver’s license.
• Travel outside of the local area may be necessary within the province of Ontario.

Preference will be given to qualified First Nations applicants for any employment opportunities, following the Ontario Human Rights Code.

Come join our growing organization!

In efforts to promote the safety, security, and well‑being of staff members, communities, and people we come into contact with, the OFNTSC Human Resources department will be giving preference to applicants who have proof of two full doses of a Health Canada‑approved COVID‑19 vaccination.

If you are passionate about supporting First Nations communities and possess the necessary skills and qualifications, please submit your resume and a cover letter outlining your suitability for the position. Please upload your documents and label them as [LastName_FirstName_Administrative Assistant].

We thank all applicants; however, only those receiving an interview will be contacted.