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Administrative Assistants

3 months ago

Edmonton, Alberta, Canada Métis Nation of Alberta Full time

Administrative Assistants

Location:
Provincial Head Office in Edmonton, AB

Position Status: 4 Full Time (40 hours/week) Permanent Positions

The Organization

The Opportunity
The MNA is recruiting for multiple Administrative Assistants for our growing Admin Team.

The Administrative Assistants will assist their respective teams by handling office tasks; in implementing effective filing and finance management processes; making venue reservations and travel arrangements; assisting with program delivery logistics; and generally being a helpful and positive presence in the workplace.

The Administrative Assistant will be required to take direction and work intuitively to support the completion of their respective department's goals and objectives in a professional and culturally appropriate manner.


Key Responsibilities

  • Collaborate with the department's respective Director and Management Team to ensure that administrative activities are delivered in a timely and efficient manner.
  • Responsible for administrative and clerical tasks to support the department.
  • Coordinate departmental administrative activities in an effective, up to date, and accurate manner.
  • Support departmental initiatives through logístical coordination and procurement of materials and supplies for programming and for office use.
  • Work cooperatively with all team members to support the achievement of work plan activities, and actively participate in the department's team meeting and planning sessions.
  • Assist in planning, organizing, coordinating, and implementing various operational programs.
  • Perform clerical functions such as, receiving visitors, arranging conference calls, and scheduling meetings for department staff or designates.
  • Coordinate and organize department meetings and conferences, including venue bookings, catering requirements, setting up audiovisual equipment, and tending to other requirements of department meetings. Set up and prepare for meetings, both virtual and in person.
  • Coordinate and confirm community and department team travel, including making hotel accommodations and land and air transportation bookings.
  • Prepare, distribute, and appropriately file meeting agendas, records, and meeting minutes.
  • Assist in the research and compilation of data for various reports, projects, and briefing notes.
  • Prepare and complete internal and external correspondence, including legal documents, forms, letters, reports, presentations, and other documents. Distribute and file as directed. Review all documents, reports, quotes, invoices, and correspondence prepared for Executive or management signatures, and edit and distribute them as directed.
  • In collaboration with Supervisors, suggest, develop, implement, and maintain processes and procedures within the department, including but not limited to, input of purchase orders, finance reporting and management, expense claims, travel arrangements, and records management systems.
  • Process department finance transactions in Workplace. Prepare PO's, create cheque requisitions, and submit for payment.
  • Assist with administration of MNA Provincial events & programs and coordinate and complete special projects.
  • Assist with coverage of main reception when required.
  • Develop and maintain constructive working relationships with both internal and external stakeholders, including executive, management, employees, and business and community partners.
  • Develop relationships with the Métis community where possible and within an administrative role.
  • 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 interactions and with files.
  • Other duties as assigned.

Skills and Competencies

  • Strong computer skills with aptitude for using new software.
  • Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
  • Familiarity with Requisition / Purchase Order software systems is an asset.
  • Knowledge of supplies, equipment, and/or services ordering would be an asset.
  • Ability to maintain filing systems, databases, and basic minutes management.
  • Strong writing, editing, and proofreading skills.
  • Sound planning, prioritization, and execution skills.
  • Ability to be flexible, adaptable, and work independently.
  • Ability to remain organized, multitask, and manage time effectively.
  • Strong political and cultural sensitivity.
  • Strong interpersonal skills and ability to establish strong working relationships.
  • Exceptional listening, verbal, and written communication skills.
  • Recognized strength in supporting teams; providing administrative and clerical support in a way that aligns with, and adds to, organizational capacity.
  • Adhere to strong ethical principles including maintaining strict confidentiality of departmental and community information.
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