Administrative Support Officer

Thunderbird Partnership Foundation, Inc.; London; Hybrid; CAD 52,000 - 62,000; Full time

Job summary

Thunderbird Partnership Foundation in Ontario seeks an Administrative Support Officer to bolster the Child Youth Family Wellness Training team. The role covers team admin, training logistics, data management and event coordination across hybrid sites in Southwestern Ontario and London.

You will prepare plans, coordinate training deliveries, assist in travel, schedule meetings and document minutes. Strong MS Office, Zoom and cloud tools usage is expected, with a focus on confidentiality and

Qualifications

• Bachelor's or diploma in business admin with related experience.
• Experience in program development/coordination is preferred.
• Ability to work with First Nations cultures respectfully and values alignment.

Responsibilities

• Support team administration, training administration, data handling and event coordination.
• Prepare workplans, deliverables and coordinate training calendars.
• Develop training materials and assist with meeting planning and travel arrangements.
• Take minutes, track action items and follow up on tasks.
• Maintain files and records and support online platforms (Dropbox/Basecamp/MS Office/Google).

Skills

Interpersonal skills

Time management

Communication skills

Minute taking

Administrative support

Education

Bachelor's degree in Business Administration

Business Administration Diploma

Tools

MS Office

Google Workspace

Basecamp

Dropbox

Zoom

Job description

Administrative Support Officer

(Child Youth Family Wellness Training)

One New Position

Contract position ending March 31, 2028

Salary Range: $52,000 - $62,000

Are you an experienced administrative professional who is looking to build on your strong track record of providing accurate and efficient administrative support? Are you eager to make a real difference in the lives of Indigenous people within a strengths-based environment?

Organization Description

Thunderbird Partnership Foundation is a national non-profit organization serving First Nations in mental wellness. Our mandate is set by three frameworks:

1. Honouring Our Strengths: A Renewed Framework to Address Substance Use Issues Among First Nations People in Canada
2. Indigenous Wellness Framework
3. First Nations Mental Wellness Continuum

Our core stakeholders are First Nations communities and the network of First Nations adult and youth treatment centres. To support the mandate, Thunderbird has two office locations, one based in a First Nations community in southwestern Ontario, and the other in the city of London, Ontario. This position is a hybrid work position.

Your Opportunity

• The Administrative Support Officer will support the efficient and effective operation of the Child Youth Family Wellness Training team including team administration, training administration, information management and event management.
• You will perform essential services within the framework of the Thunderbird Partnership Foundation's core policies, functions and for the provision of essential services to its partners and stakeholders.
• You will work on a team with others who are also dedicated to work that has real value and meaning in the lives of others.
• You will apply experience, skills, talents, and passion for the benefit of others while learning from the expertise of a wellness focused team.
• You will enjoy the satisfaction of knowing that this opportunity is much more than just a job.

As the Thunderbird Partnership Foundation Administrative Support Officer, you will

• prepare a workplan of scheduled tasks and deliverables outlining Training and Education team priorities.
• work closely with the training coordinator and program manager in the coordination of training delivery as outlined in the annual training calendar and as needs arise.
• support delivery of identified training objectives.
• develop posters for training and activities.
• gather, analyze, and process data related to trainings completed by the team.
• organize and prepare documents, materials, and reports.
• gather and provide feedback on trainings and assist in making improvements based on this feedback.
• support the planning and coordination of meetings, gatherings and training events for the team which includes the method of communication, venue, accommodations, catering and travel.
• assist participants in travel arrangements, hotel bookings and meeting/focus group registration and planning as needed.
• support any project related committees by setting up meetings and recording meeting minutes as required.
• schedule and attend team and staff meetings with the responsibility of taking minutes, assigning action items and ensuring the follow-up of these items.
• create and maintain files and systems for record retention and retrieval in accordance with organizational policy and standards.
• support the Training and Education team with the proper utilization of Dropbox, Basecamp, Microsoft and Google platforms.
• prepare invoices for team activities.
• provide administrative support for team projects to ensure timelines are monitored and met.
• prepare cheque payment requisitions for consultants, regional trainers, and any other external supports for the team.

You bring

• a Business Administration Bachelor's degree with at least one year of experience
• or a Business Administration Diploma with at least three years of relevant experience.
• experience in program development/coordination.
• knowledge of and the ability to work in a manner respectful of First Nation, Inuit, and Métis cultures, values, and beliefs.
• experience working with the Indigenous/First Nations community, which would be considered an asset.
• excellent interpersonal and communication skills (verbal and written).
• fluency in a First Nations language, which would be considered an asset.
• the ability to work collaboratively with internal teams and multiple external stakeholders.
• excellent keyboarding skills as well as an ability to take minutes and transcribe meetings.
• a high degree of problem-solving abilities and conflict-resolution skills.
• excellent time management, organizational and administrative skills that support capacity for multi-tasking while maintaining efficiency and accuracy.
• the ability to work effectively under time pressure and/or deadlines.
• a high level of professionalism, ability to maintain confidentiality and handle privileged information.
• the ability to work independently with minimal supervision and exercise good judgment.
• hands on experience with MS Office.
• the ability to function with a variety of digital tools for project management and file management.
• proficiency in using Zoom and other platforms as required for hosting online meetings and events.
• the ability to travel and access worksites not accessible by public transit.

Additionally, all employees of Thunderbird Partnership Foundation must adhere to a strict confidentiality policy and will be required to sign an Oath of Confidentiality and observe the Code of Ethics Policy.

Thunderbird Partnership Foundation (NNAPF)
22361 Austin Line

Bothwell, ON N0P 1C0

211 Adelaide St S,

London, ON N5Z 3K7

Closing date: Open until filled.

We value the importance of diversity and dignity in the workplace and are committed to developing inclusive, barrier-free recruitment and selection processes and work environments.

If you require accommodation during the recruitment and selection process, please let us know. We thank all applicants for their interest, however, only those candidates who are selected for an interview will be contacted.

Artificial Intelligence (AI) is not used in our screening process.