Administrative Assistant

Makivvik; Quebec; Hybrid; CAD 35,000 - 52,000; Full time

Job summary

Makivvik invites applications for an Assistant Director – President’s Department. The role provides essential secretarial and administrative support to senior management, attends meetings, takes notes, drafts minutes, and manages calendars and travel logistics.

You will liaise between senior staff and department managers, prepare official documents, handle correspondence, and assist other staff as needed. DEC in Administration or 5 years’ experience preferred; bilingual in

Qualifications

• DEC in Administration or 5 years of relevant experience.
• Effective communication in at least two languages among Inuktitut, English and French.
• Knowledge of Nunavik Regional and Local Organizations structure is an asset.
• Knowledge of Nunavik political system and its applicability is an asset.
• Experience with legal and political affairs is an asset.

Responsibilities

• Perform secretarial and administrative duties.
• Attend meetings, take notes, prepare meeting minutes, and list action items.
• Assist with managing the agenda and logistics for meetings (travel, etc.).
• Coordinate travel arrangements for department staff and special events, prepare itineraries and maintain travel documentation.
• Prepare and maintain the calendar.
• Handle calls, emails and requests addressed to Senior Management.
• Determine matters of top priority and act accordingly.
• Relay information between Senior Staff and department Managers.
• Distribute correspondence within the corporation and its subsidiaries and government organizations.
• Prepare official documents including drafting letters and correspondence.
• Assist other department staff with clerical duties.
• Ensure proper filing of administrative documents (hard copy and electronic).
• Be available to travel as requested.
• Perform other related duties within the scope of the position.

Skills

Effective communication

Multilingual communication

Organizational skills

Interdepartmental liaison

Travel logistics

Meeting coordination

Education

DEC in Administration

5 years of relevant experience

Legal/political affairs experience (asset)

Job description

Reports to: The Assistant Director – President’s Department in the President’s Department.

Responsibilities:

• Perform secretarial and administrative duties;
• Attend meetings, as and when required, take notes, prepare meeting minutes, and list action items;
• Assist with managing the agenda and logistics for meetings (travel, etc.);
• Assist in coordinating travel arrangements for department staff and special events, prepares itineraries and maintains travel documentation;
• Prepare and maintain the calendar;
• Take calls, emails and requests addressed to the Senior Management;
• Determine matters of top priority and handle accordingly;
• Relay information and correspondences between the Senior Staff and department Managers;
• Distribute correspondence and information within the corporation, its subsidiaries as well as various federal and provincial government organizations;
• Preparation of certain official documents including drafting letters and correspondence;
• Assist other department’s staff with logistical and clerical duties;
• Ensure the hard copy and electronic filing of administrative documents;
• Be available to travel, as requested;
• Perform other related duties within the scope of the position or as requested by supervisor.

Qualifications:

• Possess a DEC in Administration, or 5 years of relevant experience;
• Effective communication skills in at least two (2) of the three (3) languages: Inuktitut, English and/or French;
• Knowledge of Nunavik Regional and Local Organizations structure is an asset;
• Knowledge of Nunavik political system and its applicability is an asset;
• Experience with legal and political affairs an asset.

All marginal benefits available to employees of the Corporation as outlined in the Makivvik Human Resources Policy Manual:

It is the Corporation’s objective to favor and promote the employment of Inuit beneficiaries of the JBNQA.

We thank all applicants for their interest in this position. Only applicants selected for an interview will be contacted.