Administrative Assistant

3 weeks ago

Sioux Lookout ON, Canada Sioux Lookout First Nations Health Authority Full time

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 #J-18808-Ljbffr

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