Accountability:
The Administrative Assistant will report to the Executive Assistant (CEO and President)
Job Summary:
The Administrative Assistant is primarily responsible for support the Executive Assistant with administrative support and assistance and providing cover for the Executive Assistant in their absence.
Qualifications:
- Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment).
- The ability to perform the requirements of the position on a regular basis.
- A minimum of a High School diploma, post-secondary education in business/secretarial would be an asset.
- A minimum of 1 year’s working experience in an administrative position.
- Ability to communicate in one of the First Nations dialects in the Sioux Lookout Zone is an asset.
- Strong organizational skills and attention to detail, with the ability to prioritize tasks and handle multiple assignments simultaneously.
- Excellent verbal and written communication skills, with the ability to interact professionally with individuals at all levels of the organization.
- Proficiency in using office software and applications (e.g., Microsoft Office Suite, calendar management tools, emails).
- Strong problem-solving skills and the ability to work independently with at times minimal supervision.
- Discretion and confidentiality in handling sensitive information.
- Flexibility and adaptability to changing priorities and deadlines.
- Strong interpersonal skills and the ability to work well in a team environment.
- Must be willing to travel and be flexible with work hours
Roles and Responsibilities:
- Assist the Executive Assistant in managing their workload by handling routine administrative tasks such as managing calendars, scheduling appointments, arranging meetings, preparing documents, drafting correspondence, and maintaining filing systems.
- Serve as a primary point of contact, screening phone calls, taking messages, and responding to inquiries in a professional and timely manner.
- Work with SLFNHA travel department, in coordinating travel itineraries, including flights, accommodation, and transportation for CEO/President and Board.
- Coordinate logistics for meetings, conferences, and events, including venue bookings, catering, and equipment setup.
- Receive and process expense claims from the CEO/President and board.
- Assist in preparing reports, presentations, and meeting materials.
- Assist in the organization and coordination of Annual General Meeting
- Maintain and update databases, records, and confidential files.
- Assist in office management duties, including ordering supplies and maintaining office equipment.
- Attend scheduled meeting and document and distribute meeting minutes.
- Provide cover for the executive assistant in their absence.
- All other duties as Assigned.
Closing Date: Open to Filled
