Administrative Assistant - Cross-Dept & Travel Coordination

Ontario First Nations Technical Services Corporation; Northwestern Ontario; On-site; CAD 45,000 - 52,000; Full time

Job summary

Ontario First Nations Technical Services Corporation (OFNTSC) is seeking an Administrative Assistant to support senior management with scheduling, research, minute-taking and documentation, in alignment with OFNTSC's culture and confidentiality.

The role emphasizes strong communication, organization, and the ability to handle multiple tasks while coordinating travel, filing, and cross‑departmental initiatives.

Qualifications

• Completion of post-secondary education in Office Administration or Business Administration is considered an 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 demeanor 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.

Responsibilities

• Coordinate and schedule meetings, prepare agendas, take detailed minutes and distribute to attendees.
• Assist with preparation and coordination of presentations, workshops, events and training sessions.
• Track project milestones, reporting and follow-up on outstanding items and deliverables.
• Manage incoming telephone calls, directing clients to the appropriate person or department.
• Prepare outgoing mail and courier packages; receive, sort and distribute incoming mail.
• Draft, proofread, and format written communications, including letters, reports, and procedures.
• Maintain and update departmental electronic filing systems for accurate, organized records.
• Perform administrative tasks such as filing, photocopying, and scanning.
• Provide administrative support for managers and directors, including travel documentation and financial submissions.
• Assist in preparing technical correspondence, reports, and procedures with charts/graphs.
• Liaise with travel agent to coordinate and book employee travel arrangements.
• Provide administrative support to Director of Engineering and Infrastructure Services, including briefing materials and tracking timelines.
• Assist departmental teams with data entry, report compilation, and cross-department coordination.
• Support project management by organizing documentation and coordinating with stakeholders.

Skills

Verbal and written communication

Interpersonal skills

Organizational skills

Time management

Independence / self-motivation

Team collaboration

Education

Post-secondary education in Office Administration or Business Administration

Tools

Microsoft Office Suite

Adobe

Google Suite

Job description

Ontario First Nations Technical Services Corporation (OFNTSC) is seeking an Administrative Assistant to support senior management with scheduling, research, minute-taking and documentation, in alignment with OFNTSC's culture and confidentiality.

The role emphasizes strong communication, organization, and the ability to handle multiple tasks while coordinating travel, filing, and cross‑departmental initiatives.