Administrative Assistant — HR & Project Coordination

gl; Paris; Sur place; CAD 42 000 - 54 000; Plein temps

Résumé du poste

The Ontario First Nations Technical Services Corporation (OFNTSC) is seeking an Administrative Assistant to support senior management, coordinate meetings, prepare agendas, and maintain confidential records.

You will handle travel arrangements, draft communications, manage filing systems, and assist with reports and presentations, ensuring professionalism and accuracy in line with OFNTSC values.

Qualifications

• 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.

Responsabilités

• Coordinate and schedule meetings and appointments, prepare agendas, take detailed meeting minutes and distribute them promptly to attendees.
• Assist with the preparation and coordination of presentations, workshops, events and training sessions.
• Assist with tracking project milestones, reporting and follow-up on outstanding items and deliverables.
• Manage incoming telephone calls, directing clients to the appropriate person or department.
• Prepare and process 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 to ensure records are accurate, organized, and compliant with retention policies.
• Perform administrative tasks such as filing, photocopying, and scanning.
• Provide administrative support for managers and directors, including coordination of travel documentation and related financial submissions.
• Assist in preparing technical correspondence, reports, and procedures that may include photos, charts, and graphs.
• Liaise with the company's travel agent to coordinate and book employee travel arrangements, including flights, accommodations, and transportation.
• Provide administrative support as required including preparing briefing materials, tracking project timelines, and maintaining confidential records.
• Assist departmental teams with data entry, report compilation, and coordination of cross-departmental initiatives.
• Support project management activities by organizing documentation, updating tracking systems, and liaising with internal and external stakeholders to ensure effective communication and follow-up on action items.

Connaissances

Communication

Interpersonal skills

Organization

Time management

Independence

Formation

Post-secondary education

Outils

Microsoft Office Suite

Adobe

Google Suite

Description du poste

The Ontario First Nations Technical Services Corporation (OFNTSC) is seeking an Administrative Assistant to support senior management, coordinate meetings, prepare agendas, and maintain confidential records.

You will handle travel arrangements, draft communications, manage filing systems, and assist with reports and presentations, ensuring professionalism and accuracy in line with OFNTSC values.