Administrative Assistant

Frey Consulting Group; Northwestern Ontario; On-site; CAD 42,000 - 62,000; Full time

Benefits offered by this job

Flexible location within Thunder Bay/s

Direct impact on community development

Collaborative environment with Board

Accommodations under AODA

Job summary

Aroland Economic Development is seeking an organized Administrative Coordinator to support the Board and leadership, manage communications, scheduling, and record-keeping, and assist with basic financial processes.

The successful candidate will build organized systems, handle accounts payable/receivable, prepare documentation, travel arrangements, and contribute to budgeting and audit readiness within a community-focused organization.

Qualifications

• 2+ years of administrative experience.
• Experience in construction, economic development, or project-based environments is preferred.
• Basic bookkeeping or accounting experience required.

Responsibilities

• Provide day-to-day administrative support to the Board and leadership.
• Manage incoming calls, emails, and correspondence.
• Coordinate meetings, prepare agendas, and record minutes.
• Maintain digital and physical filing systems and records.
• Prepare and maintain documentation, including contracts and agreements.
• Schedule appointments and support calendar management.
• Coordinate travel arrangements, including bookings and itineraries.
• Assist with accounts payable/receivable and expense documentation.
• Perform data entry and maintain financial records.
• Support bank reconciliations and budget processes.

Skills

Administrative coordination

Bookkeeping

Microsoft Office

Detail-oriented

Tools

Accounting software

Job description

Aroland Economic Development supports the economic growth and sustainability of Aroland First Nation through community-focused initiatives, partnerships, and development opportunities. As the organization continues to establish its governance and operational structure, this role will play a key part in supporting foundational administrative and financial processes.

This role will support the development and day-to-day operations of Aroland Economic Development by providing administrative coordination and bookkeeping support. The successful candidate will help build organized systems, maintain accurate records, and contribute to the efficiency of overall operations.

RESPONSIBILITIES

• Provide day-to-day administrative support to the Board and leadership
• Manage incoming calls, emails, and correspondence
• Coordinate meetings, prepare agendas, and record minutes
• Maintain digital and physical filing systems and records
• Prepare and maintain documentation, including contracts and agreements
• Schedule appointments and support calendar management
• Coordinate travel arrangements, including bookings and itineraries
• Support general record-keeping and administrative processes
• Order office supplies and assist with office organization
• Act as a point of contact for community members, partners, and stakeholders
• Assist with accounts payable and receivable, including tracking invoices and payments
• Maintain receipts and process expense documentation, including travel expenses
• Perform data entry and maintain accurate financial records
• Support bank reconciliations and expense tracking
• Assist with payroll preparation as required
• Prepare basic financial reports and summaries
• Support budgeting processes and audit preparation

SKILLS & QUALIFICATIONS

• 2+ years of administrative experience
• Experience in construction, economic development, or project-based environments is strongly preferred
• Basic bookkeeping or accounting experience required
• Proficiency in Microsoft Office (Excel, Word, Outlook); accounting software experience is an asset
• Strong organizational and record-keeping skills
• Ability to manage multiple priorities in a developing environment
• Strong communication and interpersonal skills
• Self-starter with the ability to build processes and systems from the ground up
• Detail-oriented with strong accuracy in administrative and financial tasks
• Reliable and able to work independently
• Strong coordination skills, including scheduling and travel arrangements
• Community-focused and collaborative approach
• Adaptable and comfortable in a growing organization
• High level of confidentiality and professionalism
• Ability to attend in-person meetings in Aroland First Nation as needed

BENEFITS

• Opportunity to help build and shape administrative and financial processes
• Location: Flexible within the Thunder Bay region, with the ability to travel to Aroland First Nation as required.
• Direct impact on community development initiatives
• Collaborative environment working closely with leadership and the Board
• Meaningful work supporting long-term community growth and sustainability

We are committed to creating an inclusive, accessible workplace in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). Accommodations are available upon request for candidates during all aspects of the recruitment and selection process. If you require accommodation, please contact us at [e-mail] to discuss your needs.