Administrative Assistant

The Scanning Company, LLC; Northwestern Ontario; On-site; CAD 42,000 - 54,000; Full time

Job summary

Ontario First Nations Technical Services Corporation (OFNTSC) in Thunder Bay seeks a motivated Bulk Fuel Administrator to support scheduling and administrative tasks under the Bulk Fuel Handler. This role requires excellent communication, organization, and discretion, with responsibilities across meetings, travel coordination, and cross-department support.

The successful candidate will bring office administration training, strong teamwork, and the ability to handle sensitive information in a

Qualifications

• Post-secondary Office Administration or Business Administration is an asset.
• Experience with Indigenous organizations and First Nations cultures is an asset.
• Proficiency with Microsoft Office, Adobe, and Google Suite.
• Strong verbal and written communication skills.
• Excellent interpersonal, organizational and time management abilities.

Responsibilities

• Coordinate and schedule meetings; prepare agendas; take minutes and distribute.
• Assist with preparing presentations, workshops, events and training sessions.
• Track project milestones and follow up on deliverables.
• Prepare and mail certificates to clients.
• Draft, proofread, and format letters, reports and procedures.
• Maintain electronic filing and ensure records are compliant with retention policies.
• Perform general admin tasks such as filing, copying and scanning.
• Prepare technical correspondence and reports with photos, charts, and graphs.
• Liaise with travel agent to coordinate employee travel arrangements.
• Provide admin support to Bulk Fuel Handler and track project timelines.
• Assist cross-departmental teams with data entry and report coordination.

Skills

Verbal and written communication

Interpersonal skills

Organization and time management

Teamwork

Education

Post-secondary education in Office Administration or Business Administration

Tools

Microsoft Office Suite, Adobe, Google Suite

Job description

Administrative Assistant

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 Bulk Fuel Administrator to join our team at OFNTSC. Under the guidance of the Bulk Fuel Handler, the Administrative Assistant will play a crucial role in supporting 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 or 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 demeanour 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 travel is required throughout 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, in accordance with 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.

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 as [LastName_FirstName_Bulk Fuel Administrator].

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