Administrative Assistant

Metis-Nation-Saskatchewan-; Saskatoon; On-site; CAD 48,000 - 58,000; Full time

Job summary

The Métis Nation – Saskatchewan is seeking an Administrative Assistant to support the Administration department under the Administration Manager. This full-time, permanent role provides day-to-day administrative support, records management, reporting, and meeting coordination, serving Citizens, staff, and visitors.

You will handle SharePoint records, data entry, invoicing, room bookings, and communications, while maintaining confidentiality and contributing to process improvements.

Qualifications

• Post-Secondary education in business administration or related discipline.
• Minimum of 2 years of experience in a similar role.
• Advanced computer skills including Outlook, Word, Excel, PowerPoint, SharePoint, Teams.
• Excellent verbal and written communication skills.
• Ability to plan, prioritize and oversee numerous concurrent projects.
• Strong organizational, analytical, and problem-solving skills.

Responsibilities

• Assists with Administration projects and SharePoint/record keeping.
• Creates and generates reports; uploads documents; ensures data accuracy.
• Supports Administration with monitoring, responding, and tracking inquiries.
• Performs background work such as administration, research, analysis, and coordination.
• Maintains confidential Administration files and databases.
• First point of contact for Citizens and prospective Citizens.

Skills

Communication

Time management

Multitasking

Organizational skills

Problem solving

Team player

Cultural competency

Education

Business administration

Tools

Microsoft Office

SharePoint

Outlook

Word

Excel

PowerPoint

Teams

Job description

POSITION TITLE: Administrative Assistant

DEPARTMENT: Administration

CLASSIFICATION: MGO-04

SALARY RANGE: Starting at $53,060.00 per Annum

POSITION TYPE: Full-time, Permanent

ACCOUNTABLE TO: Administration Manager

Brief Overview:

Under the direction of the Administration Manager, the Administration Assistant will support the growth of the Métis Nation – Saskatchewan. The Administrative Assistant will be responsible for assisting with the completion of day-to-day administrative responsibilities of the growing Administration department.

Key Responsibilities:

• Assists with various Administration projects and continuous improvement initiatives (SharePoint/record keeping system) based on Administration Department needs.
• Creates and generates reports as required, uploads documents, and accuracy of data.
• Supports Administration Department with monitoring, responding, and tracking inquiries.
• Assists in background work, e.g., administration, research, analysis, coordination, and development of tools and resources.
• Updating internal Administration folders and records.
• Preparing meeting rooms and attending meetings.
• Supporting vendor relations and processing invoices for payment.
• Perform a wide range of general administration functions.
• Maintain confidential Administration files and databases.
• Performs other related duties as assigned.
• Act as first point of contact for Citizens and prospective Citizens.
• Welcome and greet visitors; relay information, take phone calls and messages, answer, or redirect questions.
• Receive and interact courteously with contacts (government, agency professionals, sales representatives, media, public, and staff).
• Receive, respond to, and process all incoming mail and emails, managing emails accounts.
• Prepare outgoing correspondence for mailing or courier; deliver mail to post box and/or post office.
• Ability to answer a wide range of questions and provide support in a courteous manner; provide detailed information regarding, MN–S programs, MN–S affiliates, Métis history, etc.
• Booking rooms, meetings and events as requested.
• Maintain the security and confidentiality of information and documents according to established policies and procedures.
• Assist MN–S with clerical needs.
• Assist with beverages and refreshments for meetings when needed.
• Complete all other responsibilities as determined by the Administration Manager.

Knowledge, Skills, and Abilities

• Demonstrates a commitment to a diverse, culturally competent, and culturally safe work environment and representative workforce.
• Proven experience in a similar role.
• Knowledge of administrative practices and procedures.
• Excellent verbal and written communications skill.
• Ability to plan, prioritize and oversee numerous concurrent projects effectively.
• Strong organizational, analytical, and problem-solving skills.
• Excellent time management skills and ability to multitask and prioritize work.
• Willingness to work within a team environment and be independent.
• Resiliency in dealing with changing schedules, timelines, and financial priorities.

Qualifications and Experience

• Post-Secondary education from a recognized institution with a focus on business administration or another related discipline
• A minimum of 2 years experience in a similar role
• Advanced computer skills including knowledge of Adobe and Microsoft Office programs: Outlook, Word, Excel, and PowerPoint, SharePoint, Teams.

Additional requirements:

• Valid Saskatchewan driver’s license and access reliable transportation
• Must undergo a Criminal Record Check