Administrative Assistant

Ontario First Nations Technical Services Corporation; Northwestern Ontario; On-site; CAD 42,000 - 54,000; Full time

Job summary

Ontario First Nations Technical Services Corporation (OFNTSC) is seeking a proactive Administrative Assistant to join our Thunder Bay team. Under the Bulk Fuel Handler, you will support scheduling, document preparation, and confidential records management, ensuring accuracy and compliance.

You will coordinate meetings, assist with projects across Environment, Asset Management, Communications, and Human Resources, and liaise with a travel agent for employee travel arrangements.

Qualifications

• Post-secondary education in Office Administration or Business Administration is an asset.
• Experience with Indigenous organizations and First Nations cultures is an asset.
• Strong written and verbal communication abilities required.
• Excellent organizational skills and ability to manage multiple priorities.

Responsibilities

• Coordinate and schedule meetings, prepare agendas, take minutes, and distribute to attendees.
• Assist with preparation of presentations, workshops, events, and training sessions.
• Track project milestones, report progress, and follow up on action items.
• Prepare and mail certificates to clients and draft formal communications.
• Maintain electronic filing systems and ensure confidentiality across departments.
• Provide travel coordination support for employees (flights, accommodations, transport).
• Support Bulk Fuel Handler and cross-departmental teams with data entry and reporting.

Skills

Microsoft Office Suite

Adobe

Google Suite

Verbal & written communication

Interpersonal skills

Organizational skills

Education

Post-secondary education in Office Administration or Business Administration

Tools

Microsoft Office

Adobe

Google Workspace

Job description

Location: Thunder Bay

The Ontario First Nations Technical Services Corporation (OFNTSC) is a nonprofit 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 Bulk Fuel Handler, the Administrative Assistant will play a crucial role in providing support with scheduling and administrative tasks. 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.
• Prepare and mail certificates to clients.
• 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.
• 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 Bulk Fuel Handler, 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.

Qualifications

• Completion of post-secondary education in Office Administration, Business Administration, is considered an asset. Experience working with an Indigenous organization and understanding of First Nations cultures is considered a significant 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.
• Some out-of-town traveling is required through the province of Ontario.

* Please note that openings are limited and may close once filled. Preference will be given to qualified First Nations applicants for any employment opportunities, following the Ontario Human Rights Code. *

Come join our growing organization!

Abi wiijii’en ndo

wiiji-nakiindwin myaajiiging

Taskwatia’táhrhahs ne onkwentióhkwa

né:ne iotehiahróntie!

At OFNTSC, we value diversity, equity and inclusion and strive to create a safe, respectful workplace.

In accordance with OFNTSC’s Accessibility Policy, the Ontario Human Rights Code, and the Accessibility for Ontarians with Disabilities Act, candidates may make a confidential request for accommodations during the recruitment and selection process.

For a confidential inquiry or to request an accommodation during any phase of the recruitment and selection process, please contact Human Resources at [e-mail], or by calling 1-226-493-0225.

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