Front Office Administrative Assistant

Annapolis Valley First Nation; Cambridge; On-site; CAD 40,000 - 45,000; Full time

Job summary

Jijiktukwej L’nue’kati (formerly Annapolis Valley First Nation) seeks a Front Office Administrative Assistant to be the first point of contact for community members, visitors, and callers. You will ensure a welcoming, respectful, and professional Band Office environment, handling essential clerical tasks and coordinating daily operations.

The role requires strong communication, organizational skills, discretion with confidential information, and the ability to manage multiple responsibilities in

Qualifications

• Experience in administrative, clerical, reception, or customer service roles preferred.
• Strong organizational and prioritization abilities with multiple tasks.
• Excellent verbal and written communication skills.
• Interpersonal skills with a friendly, professional manner.
• Ability to maintain confidentiality and exercise discretion.
• Detail-oriented with accuracy in admin tasks.
• Ability to work independently and as part of a team.

Responsibilities

• Greet community members, visitors, and staff professionally.
• Answer calls, respond to inquiries, and direct to departments.
• Maintain a welcoming reception area and handle general admin tasks.
• Process mail, filing, data entry, scanning, and document prep.
• Coordinate travel arrangements and office purchases as needed.
• Support finance with receipts and purchasing documentation.
• Assist with signage, notices, and community announcements.
• Support events, meetings, and office communications.

Skills

Organizational skills

Communication

Confidentiality

Multitasking

Attention to detail

Time management

Independent work

Team player

Problem solving

Punctuality

Tools

MS Office (Word, Excel, Outlook)

Canva

PowerPoint

Outlook

Job description

Jijiktukwej L’nue’kati (formerly Annapolis Valley First Nation)

Employment Type: Permanent Full-Time
Location: Cambridge, Nova Scotia
Hours: Monday to Thursday, 8:30 a.m. - 4:00 p.m. (30 hours per week)
Annual Salary: $40,000 - $45,000, based on qualifications and experience

About the Position

Jijiktukwej L’nue’kati is seeking a friendly, dependable, and highly organized individual to join our team as a Front Office Administrative Assistant.

As the first point of contact for community members, visitors, and callers, the successful candidate will play an important role in creating a welcoming, respectful, and professional environment at the Band Office.

This position provides essential administrative and clerical support to ensure the efficient day-to-day operations of the office. The ideal candidate will possess strong communication and organizational skills, demonstrate initiative, maintain confidentiality, and be comfortable managing multiple responsibilities in a busy office environment.

Key Responsibilities

Reception & Front Office Administration

• Greet community members, visitors, and staff in a friendly, courteous, and professional manner.
• Answer incoming telephone calls, respond to general inquiries, and direct calls to the appropriate departments.
• Maintain an organized, welcoming, and professional reception area.
• Perform general administrative duties, including filing, photocopying, scanning, data entry, document preparation, and transcription.
• Receive, sort, distribute, and prepare incoming and outgoing mail and courier packages.
• Maintain confidentiality when handling sensitive information and ensure compliance with organizational policies and procedures.
• Monitor visitor access and assist in maintaining office security.
• Maintain accurate records, filing systems, and administrative documentation.

Office Coordination & Support

• Monitor and maintain office, kitchen, and coffee supplies, ensuring adequate inventory.
• Order office supplies and coordinate purchases as required.
• Organize and submit receipts and purchasing documentation to the Finance Department.
• Ensure the office lobby, kitchen, and shared spaces remain tidy, organized, and welcoming.
• Coordinate maintenance requests and report issues involving office equipment or facilities.
• Maintain office key records, monitor key distribution, and ensure key boxes are organized and secure.
• Assist with travel arrangements, including booking transportation and accommodations for management as required.
• Coordinate food orders, refreshments, and other arrangements for meetings, staff events, and office functions.
• Provide general administrative assistance to management and other departments as needed.

Communications & Community Engagement

• Create and update posters, newsletters, notices, and informational materials for community programs and events.
• Assist with updating office signage, community announcements, and bulletin boards.
• Post approved community events, workshops, training opportunities, employment postings, and other announcements on Jijiktukwej L’nue’kati social media platforms.
• Assist with distributing important community information in a timely and professional manner.
• Support the coordination and promotion of community events and organizational initiatives.

Qualifications & Essential Skills

• Previous experience in an administrative, clerical, reception, or customer service role is preferred.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and a friendly, professional, and approachable manner.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Strong attention to detail and accuracy in completing administrative tasks.
• Ability to work independently, demonstrate initiative, and contribute positively to a team environment.
• Strong time-management and problem-solving abilities.
• Dependability, punctuality, and a commitment to providing excellent service to community members.

Additional Skills & Assets

• Proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.
• Experience using Canva or similar graphic design platforms to create posters, newsletters, and promotional materials.
• Familiarity with social media platforms, particularly Facebook, and experience creating or scheduling organizational posts.
• Strong general computer skills, including email communication, internet research, electronic filing, and data entry.
• Experience operating standard office equipment, including printers, scanners, photocopiers, and telephone systems.
• Experience coordinating meetings, travel arrangements, and office events.
• Familiarity with office inventory management and ordering procedures.
• Knowledge of Mi'kmaw culture, traditions, and community values.
• Previous experience working within a First Nation community or organization.
• Ability to communicate in the Mi'kmaw language would be considered an asset.

A combination of relevant education, training, experience, and demonstrated skills will be considered.

We thank all applicants for their interest. Only those selected for an interview will be contacted.

Preference will be given to qualified Indigenous applicants in accordance with applicable Indigenous employment preference provisions under the Canadian Human Rights Act.