Administrative Assistant/Receptionist
Job Description:
Tasks and Responsibilities
About the Role
Reporting to the Executive Assistant, the Administrative Assistant supports for executive office with the following duties and responsibilities:
- Executive Office
- Assist with and provide support for meeting logistics (planning, travel, accommodation, etc.) for the Executive Office, Board of Directors, and Members
- Process expense reports and purchase requisitions for the Executive office
- Assist with scheduling for the CEO and the Board of Directors
- Support the CEO and executive office staff
- Formatting documents
- Filing ̶ digital and paper records
- Assist Executive Assistant with tasks as directed
- Act as backup during Executive Assistant absences
- General Administration
- Keep inventory of office supplies and place orders when needed
- Arrange staff travel (hotel and accommodation) if directed by the Executive Assistant
- Check photocopy room (check ink levels, paper levels, postage meter, change shredder bag when full, contact suppliers when repairs/maintenance/supplies are required)
- Input meetings into the shared calendar when requested
- Maintain/organize common spaces (reception, large boardroom, small boardroom, small kitchen, large kitchen, storage rooms), including ensuring tissue/sanitizer is available in all common areas and that kitchens have supplies (coffee and related products, paper towels, etc.)
- Occasional notetaking may be required
- Assist with other departments, particularly Finance & Administration, with general administrative support, as required
- Reception
- Meet and greet all incoming visitors to the office
- Answer and redirect calls as required
- Receive and redirect mail and courier deliveries, create shipments for courier or mail
- Monitor the meeting room bookings and resolve conflicts
- Monitor shared work environment so that it is an orderly, clean, and efficient
The Ideal Person has:
- College diploma in business administration or equivalent
- A minimum of two years’ experience as an Administrative Assistant or an equivalent combination of education and experience
- Knowledge and understanding of issues facing First Nations locally, regionally, and nationally is required
- Excellent English verbal and written communications skills, including demonstrated ability to write precisely and concisely
- Strong organizational and time management skills, ability to meet timelines
- Discretion and confidentiality
- Strong interpersonal skills with an approachable manner
- Strong work ethic and a high degree of accuracy and attention to detail, with demonstrated ability to follow established processes
- Ability to take initiative, be self motivated, and use independent judgement to respond appropriately
- Ability to work both independently and as part of a team
- Good judgment and analytical skills
- Capacity to learn and adapt to change
- Advanced knowledge of Microsoft Office suite including Word, Excel, PowerPoint, and Outlook, including calendar management and establishing recurring tasks/reminders
- First Nations lived experience is a strong asset
- Experience working with First Nation organizations and communities is an asset
- Knowledge of SharePoint is an asset
- Notetaking experience is an asset
18. Basic knowledge of financial processes for preparation of expense cla