Administrative Assistant

Mchigeeng; Ottawa; On-site; CAD 53,000 - 66,000; Full time

Job summary

A regional organization in Ottawa is seeking an Administrative Assistant to provide essential administrative support to the Capital Projects & Public Works Manager. The ideal candidate will have experience in office administration, proficiency in Microsoft Office, and exceptional communication skills. This role requires multitasking abilities and a service-oriented mindset. Interested candidates should submit their resume and cover letter to the HR department.

Qualifications

• Minimum two years of post secondary in any field, with preference for office or business administration.
• Two to four years administrative work experience required.
• Working knowledge of office and meeting procedures.

Responsibilities

• Provide administrative support to the Capital Projects & Public Works Manager.
• Prepare internal and external correspondence.
• Assist with financial, narrative, and statistical reports.

Skills

Proficient in Microsoft Office

Excellent written and verbal communication skills

Ability to multi-task and prioritize

Exceptional client service mindset

Education

Minimum two years of post secondary in any field

Job description

Department: Capital Project & Public Works
Classification/Level: (CS-3) 53,591.20-65,499.20
Employment Status: Regular Full-Time (37.5 hrs per wk)

Reporting Relationship

The Administrative Assistant will report directly to the Capital Project & Public Works Department Manager.

Position Summary

The Administrative Assistant will work under the supervision of the Capital Project & Public Works Department Manager and will provide administrative support to the Capital Projects & Public Works Manager along with the housing department. The Administrative Assistant will provide a broad range of administrative support, such as word processing, purchases, routine records, maintaining a central file management system, and organizing team meetings, training, and events.

Essential Functions

• Prepare internal and external correspondence, including assistance with communications, operational management, financial planning, and program coordination.
• Assist with the preparation of financial, narrative, and statistical reports.
• Schedule and arrange internal and external meetings.
• File documents and maintain order in the central filing system(s).
• Prepare confidential documents, including letters, memos, reports, and community notices, as needed for all CP&PW departments.
• Assist with special projects as assigned.
• Assist to maintain staff timesheets and track staff leave and overtime hours for approval and submit to payroll for processing.
• Monitor potential scheduling conflicts regarding leave requests to maintain service continuity and advise the Department Manager accordingly.
• Coordinate logistics for meetings, training sessions, workshops, and annual planning events.
• Coordinate bookings for Saswaahns and Ojibwe Lodge; manage rental payments, inspect facilities, book cleaning services, and arrange contractor repairs. Maintain records of expenses and services.
• Assist the Fire Prevention Officer with fire department operations, including supply orders, equipment and apparatus maintenance, certification tracking, and documentation updates.
• Other duties as assigned.

Qualifications & Requirements

• Minimum two years of post secondary in any field, with preference given to programs involving office or business administration.
• Two (2) to four (4) years administrative work experience.Proficient in Microsoft Office (particularly Outlook, Word, Excel, and Teams).
• Working knowledge of office and meeting procedures.
• Excellent written and verbal communication skills.
• Ability to multi-task and prioritize.
• Exceptional client service mindset.

Other

• Must be able to maintain a high degree of confidentiality.
• Understanding and fluency of Ojibwe is an asset or the willingness to learn.
• Must have knowledge and/or experience with the culture, customs, and history of the Anishinaabe.
• Must have valid driver’s license and access to own vehicle.
• Must submit a Police CRC upon hire.

CRC Rationale

CRC must be thirty (30) days current original or certified copy. M’Chigeeng First Nation is in a position of trust and is committed and strives to provide and maintain the provisions of a safe and secure working environment for its employees. Therefore, candidate’s CRC record must be clear of any occurrences or convictions relating to fraud, theft, assault and any other related convictions.

How to Apply

If you are interested in this opportunity, applicants must submit cover letter, resume, with three current references with contact information (two work-related and one character reference) and copies of education certifications to:

Administrative Assistant
[e-mail]
c/o Human Resources
P.O. Box 333 M’CHIGEENG, ON P0P 1G0
(Fax [phone])