Administrative Assistant

Makivik Corporation; Kuujjuaq (Land); On-site; CAD 65,000 - 80,000; Full time

Job summary

An Indigenous organization in Kuujjuaq seeks an experienced Administrative Assistant to provide crucial support to the Treasurer and Finance Department. The candidate should have a diploma in Administration, proficiency in Microsoft Office, and excellent communication skills in Inuktitut and English. This role offers competitive compensation and various benefits including vacation days, travel allowance, and a pension plan.

Benefits

Simplified Pension Plan

Group Insurance (Life, LTD, Health, Dental)

Vacation starting at 20 days

Gas Allowance up to $3,500

Qualifications

• Minimum of five years of experience in an administrative assistant role.
• Strong proficiency in Microsoft Office 365.
• Excellent written communication skills.

Responsibilities

• Provide comprehensive administrative support to the Treasurer and Finance Department.
• Manage and maintain the Treasurer’s calendar and coordinate meetings.
• Draft, proofread, and prepare correspondence on behalf of the Treasurer.

Skills

Microsoft Office 365 proficiency

Inuktitut and English communication

Interpersonal skills

Time-management abilities

Education

CEGEP/Vocational diploma in Administration

Job description

Reports to: The Treasurer in the Treasurer’s Department

Location: Kuujjuaq

Salary: Between $65,000 and $80,000 annually

Benefits: All marginal benefits available to Makivvik employees annually as outlined in the Makivvik Human Resources Policy Manual such as:

Simplified Pension Plan:

Employer Contribution 7%

Group Insurance:

Life, LTD, Health, & Dental

Vacation: Starting at 20 days

Gas Allowance: To a max. of $3,500

Sick Days: 15days

Travel Benefit: To a max. of $25,000

Isolation Premium: To a max. of $20,800

Housing Allowance: To a max. of $12,000

Cargo Allowance: To a max. of $6,500

Responsibilities

• Provide comprehensive administrative support to the Treasurer and the Finance Department.
• Manage and maintain the Treasurer’s calendar, including scheduling appointments and coordinating meetings.
• Organize meeting logistics such as agendas, conference calls, and supporting materials.
• Draft, proofread, and prepare letters, emails, and other correspondence on behalf of the Treasurer.
• Oversee the daily administrative operations of the Treasurer’s Office to ensure smooth workflow.
• Gather, organize, and prepare meeting materials in advance for the Treasurer.
• Collaborate with staff across the Treasurer’s Department to coordinate administrative tasks and ensure consistency.
• Assist in preparing PowerPoint presentations and other materials for Board meetings, AGM, and various internal or external events.
• Coordinate logistics for special events, meetings, and departmental activities.
• Arrange travel for the Treasurer, including itineraries, accommodations, and required documentation.
• Record, prepare, and distribute minutes for meetings and ensure follow-up on action items.
• Manage incoming phone calls, emails, and general inquiries directed to the Treasurer.
• Prioritize and address issues requiring immediate attention, escalating when necessary.
• Prepare official documents, correspondence, and other administrative materials as required.
• Provide clerical and logistical support to departmental staff as assigned by the Supervisor.
• Maintain organized filing systems (hard copy and electronic), ensuring accuracy, accessibility, and confidentiality.
• Be available to travel, as requested.
• Perform other related duties within the scope of the position or as requested by supervisor.

Qualifications

• CEGEP/Vocational diploma in Administration.
• Relevant experience may be considered in lieu of formal education.
• Strong proficiency in Microsoft Office 365 (Excel, Word, PowerPoint, Outlook, etc.).
• Excellent written communication skills.
• Working knowledge and understanding of Inuit culture and Nunavik.
• Minimum of five (5) years of experience in an administrative assistant or similar role.
• Strong communication skills in Inuktitut and English; French is considered an asset.
• Proven ability to collaborate effectively and take initiative in a dynamic office environment.
• Able to work under pressure, manage multiple priorities, and meet tight deadlines.
• Reliable, autonomous, and well-organized with strong time-management abilities.
• Strong analytical and prioritization skills.
• Flexible and adaptable to changing priorities and tasks.
• Excellent interpersonal skills and a team-oriented working style.
• Highly motivated, efficient, and punctual.
• Demonstrated discretion and ability to maintain strict confidentiality.
• Security clearance is required.