Administrative Assistant

Anishinabek Employment & Training Services; Northwestern Ontario; On-site; CAD 40,000 - 55,000; Full time

Job summary

A community-focused employment service located in Northwestern Ontario is seeking an Administrative Support professional. The role involves providing operational support, managing schedules, coordinating logistics for programs, and maintaining communication with staff and clients. Ideal candidates must have a Post-Secondary Diploma/Degree, experience in administration and labour market programs, and strong Microsoft Office skills. Willingness to travel is required.

Qualifications

• Minimum of 3 years related work experience in administration and labour market program delivery.
• Previous experience working with First Nation clients.
• Valid Class G Driver’s license and willingness to travel.

Responsibilities

• Provide direct administrative and office management support to staff.
• Maintain working schedules and engagement calendars.
• Assist with travel arrangements and reservations.

Skills

Interpersonal skills

Microsoft Office (Access, Excel, PowerPoint, Publisher, Outlook)

Client database management

Education

Post-Secondary Diploma / Degree

Job description

Overview

Under the direction of the Management Team, the incumbent will provide operational support as well as be assigned specific responsibility related to the organizations’ vision, mission, values, and strategic plan that will serve the First Nation Citizens of the AETS nine member participating communities. The role includes but not limited to, working with staff, committees, stakeholders, and clients for a wide variety of duties.

Duties

• Provide direct administrative and office management support to all members of staff
• Maintain working schedules and engagement calendars of staff
• Assist with travel schedules, book travel arrangements, and make reservations, and complete travel expense cheque requests as required
• Co-ordinate the logistical aspects of team programs, such as meetings, seminars, workshops, special projects, events and press releases
• Maintain website and social media updates including job postings, program, and other changes
• Reserve and maintain client appointments, including access to staff and computer terminals as well as the telephone room and boardroom
• Ensure clients utilize swipe card system and adhere to AETS / TBPL protocols
• Input client and project information into client database
• Receive and screen all inbound telephone calls, e-mails, and visitors to the office; refer and / or redirect calls, e-mails, or visitors as applicable
• Co-ordinate office activities, troubleshoot or escalate basic office administration issues, ensure office equipment is in good operational order or arrange for maintenance as required
• Receive incoming mail; review, evaluate, and distribute correspondence requiring priority attention of staff
• Manage outgoing mail, including maintaining postage, Purolator and other shipping requirements
• Maintain office supply storage, ordering of supplies via purchase order and ensuring adequate stock
• Facilitate communication from staff, Board of Directors, and the Board Executive
• Prepare draft reports and regular statistics, background documentation, and research
• Review documents, reports, and correspondence prepared for signature of staff for format, content, grammar, and spelling; make edits as necessary
• Take and transcribe notes of highly confidential subjects, including organizing and maintaining meeting minutes of board and executive meetings with band resolutions and other correspondence
• Prepare presentations and assist clients with job search and cover letter and resume preparation
• Present a positive and professional image of the office to all visitors, suppliers, inquiries, and other interactions
• Other administrative duties as required

Qualifications

Post-Secondary Diploma / Degree preferred. Administrative duty experience in service delivery of labour market programs; or a combination of education & training with minimum of 3 years related work experience Administration, Labour Market Program Delivery and working with a Client Database. Excellent interpersonal skills; a strong working knowledge of Microsoft Office including Access, Excel, PowerPoint, Publisher and Outlook; previous experience in working with First Nation clients; Must have a valid Class G Driver’s licence and willingness to travel. A criminal record check is mandatory upon hire.

How to Apply

Interested candidates are invited to submit a cover letter including a salary range, resume and the names of three references by September 26, 2024 at 12 : 00pm via [e-mail] to :

Recruitment Committee c / o Anishinabek Employment and Training Services 285 Red River Road, Thunder Bay, Ontario, P7B 1A9