Executive Assistant and Administrative Assistant

Closing Date

Location

Edmonton, AB

Work Type

2 fulltime permanent

Salary Range Experience Level - Job ID

Closing Date: June 4, 2024, or until suitable candidate found

Position Status: 2 Full Time (40 hours per week), Permanent

The Organization

Since its inception in 1928, the Métis Nation of Alberta (MNA) has governed the Métis within Alberta. The MNA is led by a democratically elected Council. This Council works toward the mandate of the MNA, supporting practices of transparency, accountability, and inclusiveness for Métis Albertans in governments' policy and decision-making processes. The MNA promotes and facilitates the advancement of Métis people through self-reliance, self-determination, and self-government. For more information about the MNA, visit .

The Opportunities

The Métis Nation of Alberta (MNA) is recruiting for two full-time positions that will provide day-to-day administrative support to the Self-Government Department. The MNA Self-Government Department is tasked with implementing the commitments of the MNA as set out in the newly ratified Otipemisiwak Métis Government Constitution, taking the steps necessary to transition the MNA from its current provincial non-profit structures toward true Indigenous self-government for the Métis within Alberta. Both positions will report to the Senior Director of Self-Government. The two successful candidates will be required to take direction and work intuitively to support the completion of the Self-Government department's goals and objectives in a professional and culturally appropriate manner. Please see below for a brief description of each role.

Administrative Assistant – Self-Government

The Administrative Assistant – Self-Government will provide day-to-day administrative support to the Self-Government Department by preparing materials for meetings, assisting with logistics, responding to inquires, and generally being a helpful and positive presence in the workplace.

The Citizens' Council is responsible for representing the rights, interests, and claims of the citizens of the Métis Nation of Alberta and to advancing the purpose, goals, and responsibilities of the Otipemisiwak Métis Government.

The Executive Assistant – Citizens' Council will act as the liaison between MNA departments and institutions for all Elected Officials that make up the Citizens' Council. This individual will have financial understanding and experience, and will be tasked with booking travel and accommodations and completing the corresponding expense claims for all 29 Elected Officials. The ability and willingness to be on call on evenings and weekends, on occasion, is essential for this position.

Key Responsibilities

• Collaborate with the Self Government department to ensure that administrative activities are coordinated and delivered in an effective, timely and accurate manner.
• Assist with administrative tasks related to supporting the Elected Officials of the Otipemisiwak Métis Government.
• Coordinate and book travel, including booking hotel accommodation and transportation.
• Coordinate meeting material distribution, prepare agendas/briefings/memos, and attend meetings to record meeting minutes when required.
• Support with planning, organizing, coordinating, and implementing various operational programs and events.
• Assist with scheduling, preparation, set-up, and take-down of in person and virtual meetings and conferences, including venue bookings, arranging catering, and setting up audio-visual equipment.
• Confirm and accurately track attendance at Council/Committee meetings.
• Accurately prepare, distribute, and appropriately file meeting minutes, notes, and records that reflect decisions and discussions that take place during Council/Committee meetings.
• Review documents, reports, invoices, and correspondence prepared for Executive signatures, and edit and distribute them as directed.
• Answer incoming phone calls and telephone inquiries with tact and professionalism.
• Support logistical coordination and procurement of materials and supplies for meetings, events, andgeneral office use.
• Follow finance management procedures for processing purchase orders (PO's), creating cheque requisitions, and processing expense claims.
• Track allocated allowances for expenses within the Elected Officials Travel and Expense Policy and avoid duplicate expenses being issued. ( Executive Assistant – Citizens' Council )
• Develop and maintain relationships with internal and external stakeholders including, but not limited to, the Executive Department, management, MNA employees, Métis community, and business partners.
• Present a positive and professional image of the organization when interacting with all stakeholders.
• Other duties as required or assigned.

Skills and Competencies

• Strong computer skills with the ability to adapt to new technology and software.
• Proficient in Microsoft Office Programs (including Word, Excel, and PowerPoint).
• Ability to effectively maintain filing systems and databases.
• Exceptional writing, editing, and proofreading skills.
• Ability to take initiative and be innovative in improving office and administrative procedures.
• Exceptional organization and time management skills with the ability to manage multiple priorities.
• Superior written and oral communication skills, including professional email etiquette.
• Excellent interpersonal skills, with the ability to build strong relationships.
• R e cog n ize d s t r e ng t h i n supporting teams and providing administrative and clerical support to add to o r g a n izati on a l c a p a c ity.
• Ability to work independently as well as part of a team.
• Flexible and adaptable to work in 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.
• An understanding of accounting processes is considered an asset. ( Executive Assistant – Citizens' Council)
• Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth understanding of the MNA and Métis culture is an asset.

Qualifications

• Administrative Assistant certificate / diploma / degree is considered an asset.
• Minimum 2 years' experience in a similar role.
• Experience working in government/on government policies is an asset.
• Previous experience working within Indigenous organizations is an asset. Other Requirements
  • Position will be based at the Métis Nation of Alberta's Provincial Head Office in Edmonton.
  • Availability to work Monday to Friday 8:30 am – 4:30 pm.
  • Ability to work evenings and weekends, with notice.
  • Ability to travel throughout Alberta is a requirement. Additional, less frequent, out-of-province travel may also occur, with notice.
  • Additional, less frequent, out-of-province travel may also occur, with notice.

What We Offer

• An opportunity to work for the newly ratified Otipemisiwak Métis Government and be a part of the largest Indigenous Government in Canada.
• An opportunity to learn about Métis culture, languages, 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.

The Métis Nation of Alberta thanks all applicants for their interest. Only applicants selected for an interview will be contacted. No phone calls please.