Administrative Support

Jombone; Edmonton; On-site; CAD 30,000 - 60,000; Full time

Job summary

A national non-profit organization is seeking a dedicated Administrative Support professional in Edmonton to provide senior-level support. Duties include managing office operations, coordinating meetings, and handling logistics for events. The ideal candidate will have relevant experience and demonstrate strong multitasking abilities, professionalism, and cultural understanding. Salary ranges from $25.00 to $27.00 per hour, with benefits after probation.

Benefits

Health and dental benefits after probation

Qualifications

• 2-3 years of hands-on experience in an administrative role.
• Experience in a non-profit environment or Indigenous organization is a significant asset.
• Familiarity with federal and provincial programs supporting Indigenous economic development.

Responsibilities

• Provide comprehensive support to the management and staff.
• Schedule and manage online meetings effectively.
• Oversee office supply inventory and management.
• Coordinate logistics for events and travel arrangements.
• Manage inventory of promotional materials.
• Conduct research and support content development.
• Create and maintain tracking sheets for sponsors.
• Ensure respectful interactions with members and stakeholders.

Skills

Teamwork

Multi-tasking

Technical Proficiency in Word, Excel, Outlook

Communication Skills

Professionalism

Cultural Understanding

Education

Certification as an Administrative Professional

Job description

Position Overview

A national non-profit Indigenous organization is seeking a dedicated Administrative Support professional to join their team on a full-time, permanent basis. The organization focuses on building and strengthening Indigenous economies through education, professional development, and networking for Economic Development Officers (EDOs) working in Indigenous communities.

The role involves providing senior-level administrative support to the organization’s management and staff. This position is vital in ensuring smooth operations across various projects and initiatives, contributing to the organization’s primary mandate.

Key Responsibilities

• Administrative Support: Provide comprehensive support to the Manager of Administrative Services, the Executive Director, and other staff members. This includes drafting, formatting, and editing correspondence, reports, spreadsheets, and other documents using Word, Excel, and Outlook to ensure professional and error-free outputs.
• Meeting Coordination: Schedule and manage online meetings using Outlook, MS Teams, and Zoom for various projects and initiatives. Take minutes during meetings, summarize discussions, and distribute information to relevant parties.
• Office Management: Oversee office supplies, ensuring sufficient stock levels are maintained. This includes placing orders, managing inventory, and ensuring that all office resources are available when needed.
• Travel and Event Logistics: Assist in coordinating logistics for regional events and conferences, including booking travel arrangements for staff, Board, and Committee members. Manage all aspects of travel, ensuring that arrangements align with organizational needs and budget constraints.
• Promotional Materials Management: Handle the inventory of promotional materials, including receiving and processing orders, re-ordering stock as necessary, and maintaining up-to-date information on available items.
• Research and Content Development: Conduct research to respond to member inquiries, assist in locating resources, contacts, and other information, and support the content development of economic development initiatives.
• Sponsor Management: Create and maintain a tracking sheet for sponsors, detailing sponsor levels, delegates, and any special requirements.
• Member and Stakeholder Relations: Ensure that members, stakeholders, and the public are treated respectfully and professionally in all interactions.

Required Education and Experience

• A certification or designation as an Administrative Professional, coupled with 2-3 years of hands-on experience, is preferred.
• Experience in a non-profit environment or within an Indigenous organization is a significant asset.
• Familiarity with federal and provincial programs that support economic and business development in Indigenous communities.

Essential Knowledge, Skills, and Attributes

• Teamwork and Independence: Ability to work effectively both independently and as part of a dedicated team, contributing to a supportive and encouraging work environment.
• Multi-tasking: Capable of managing multiple tasks simultaneously in a fast-paced setting, with strong organizational skills and attention to detail.
• Technical Proficiency: Intermediate-level proficiency in Word, Excel, and Outlook is required.
• Communication: Excellent written and verbal communication skills are essential for interacting with diverse stakeholders.
• Professionalism: A friendly, punctual, reliable, and professional demeanor is crucial. The ideal candidate will be a team player, adaptable to changing priorities, and willing to assist others when needed.
• Cultural Understanding: An understanding of Indigenous culture and protocols, as well as knowledge of current issues and potential solutions to economic development challenges within First Nation communities and Métis Settlements, is highly valued.

Working Conditions

• The role is situated in a general non-profit, pan-Indigenous office environment, where maintaining the dignity, self-esteem, and productivity of employees is prioritized. The organization fosters a workplace free of discrimination.
• The position involves managing a heavy workload with occasional deadline pressures and requires balancing multiple tasks at once.
• The role is full-time, requiring a commitment of 37.5 hours per week.

Compensation

The salary for this position ranges from $25.00 to $27.00 per hour, depending on the successful candidate’s knowledge and experience. Health and dental benefits are provided upon successful completion of a probationary period.

Location

This position is based in Edmonton (Enoch), AB. Note that relocation costs, if applicable, are the responsibility of the successful applicant.