Administrative Assistant – Executive Office

Administrative Assistant – Executive Office

Location: 11738 Kingsway NW, Edmonton, AB         

Closing Date: Until Suitable Candidate Found

Position Status: Full Time (40 hrs per week), Permanent          

The Otipemisiwak Métis Government is recruiting for an Administrative Assistant to support the Executive team. This position will be responsible for ensuring smooth day-to-day operations of the Executive department. The successful candidate will handle office tasks; provide polite and professional assistance via phone, mail, and email; assist in implementing effective filing and finance management processes; and be a helpful and positive presence in the workplace. The Administrative Assistant will be a master multi-tasker with excellent communication skills and an upbeat attitude. The successful candidate will be required to take direction and work intuitively to support the completion of the department’s goals and objectives in a professional and culturally appropriate manner.

Key Responsibilities

Ensure that administrative activities are delivered in a timely and efficient manner.

Provide reception services within the Executive Department, including greeting visitors for the Senior Executive Officer or President.

Process department finance transactions in the PO system (Workplace) and follow finance management procedures for creating cheque requisitions and processing expense claims.

Perform clerical functions such as ordering supplies, preparing correspondence, and answering phone calls.

Coordinate and organize meetings and conferences, including venue bookings, travel arrangements, accommodations, and catering requirements, as required.

Prepare, distribute, and appropriately file internal and external correspondence, including meeting agendas and minutes, letters, briefings, legal documents, forms, reports, presentations, and other documents.

Develop and maintain an accurate and up to date records management system (including classifying and coding electronic and hardcopy files). Ensure the safeguarding of all confidential files.

Assist with administration of Otipemisiwak Métis Government provincial events & programs and coordinate and complete special projects, as required.

Provide occasional main reception coverage for the Otipemisiwak Métis Government Provincial Office, including greeting visitors, answering phone calls, and directing inquiries, as needed.

Work cooperatively with all team members to support the achievement of tasks and goals.

Develop and maintain constructive working relationships with both internal and external stakeholders, including management, employees, business and community partners, and the Métis community.

Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.

Maintain a high level of cultural sensitivity, professionalism, and confidentiality in all interactions and when handling sensitive documents.

Other duties as required or assigned.

Skills and Competencies

Recognized strength in supporting teams and providing administrative and clerical support to add to organizational capacity.

Strong computer skills with the ability to adapt to new technology and software.

Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).

Familiarity with Requisition/Purchase Order software systems is an asset.

Ability to produce professional documents, reports, and presentations.

Ability to effectively maintain filing systems, databases and tracking processes.

Superior written and verbal communication skills, including professional email etiquette.

Strong planning and organizational skills, with an ability to organize and prioritize daily tasks and long-term objectives.

Excellent interpersonal skills, with the ability to build strong relationships.

Ability to work independently as well as part of a team.

Flexible and adaptable, with an ability to switch between multiple priorities within a diverse and fast-paced environment.

Strong sense of ethics and the ability to maintain a high level of confidentiality in all interactions.

Political and cultural sensitivity.

Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth understanding of the Otipemisiwak Métis Government and Métis culture is an asset.

Qualifications

Administrative certificate/diploma or education in a related field. Other relevant training and experience will be considered.

Minimum two (2) years of experience in a similar administrative or receptionist role, preferably within a government, non-profit, or Indigenous organization.

Minimum two years of customer service experience required.

Experience working in an Executive unit, with senior leadership, or within Indigenous organizations is an asset.

Other Requirements

Position is based in Edmonton; in-office presence is required.

Ability to work a regular schedule of Monday – Friday, 8:30 AM – 4:30 PM, as well as occasional evenings and weekends with notice.

Ability to travel throughout the province of Alberta.

Reliable transportation and a valid Class 5 Driver’s License.

What We Offer

The opportunity to work for the Otipemisiwak Métis Government under its newly ratified Constitution and be an instrumental part of the largest Indigenous Government in Canada as it rapidly grows and develops.

An opportunity to learn about Métis culture, history, and art.

Meaningful work in a fun and supportive work environment.

Training and professional development opportunities.

A comprehensive benefit package and employer contributions to Pension Plan.

Generous time off policies.

Métis applicants are encouraged to apply.

The Otipemisiwak Métis Government thanks all applicants for their interest. Only applicants selected for an interview will be contacted. Please note that candidates who have been selected to move forward to the next stage of the recruitment process will receive an email to complete a short online one-way video interview. Should you have any concerns with completing the video interview, please reach out to Human Resources by responding to the email invitation. No phone calls please.