Administrative Assistant

2 weeks ago

Ottawa, Ontario, Canada Canadian Centre on Substance Abuse Full time

Position:

Administrative Assistant (First Nations, Métis and Inuit)

Reports to:

Director, Indigenous Partnerships and Strategy

Profile Date:

March 2024


The Canadian Centre on Substance Use and Addiction (CCSA) changes lives by bringing people and knowledge together to reduce the harms of alcohol and other drugs on society.

We partner with public, private and non-governmental organizations (NGOs) to improve the health and safety of people living in Canada.

An NGO with a national focus, CCSA envisions a healthier Canadian society where evidence transforms approaches to substance use.

CCSA acknowledges that First Nations, Métis and Inuit people are the holders of Traditional Indigenous Knowledge.

We respect the power of the Indigenous ways of knowing and of Traditional Indigenous Knowledge and commit to learning about and incorporating this knowledge into our work with proper guidance.


Reporting to the Director, Indigenous Partnerships and Strategy (or designate), the Administrative Assistant provides support to the First Nations, Métis and Inuit team through a range of administrative duties.

This position is part of an administrative support team that assists other divisions within CCSA as needed.

Responsibilities

  • Manages and maintains the director's Outlook calendars
  • Prepares documents such as reports and spreadsheets and related items such as graphs
  • Coordinates and sets up meetings and provides support to ensure they operate smoothly
  • Manages logistics around special events (e.g., venue selection, catering, technical requirements, registration, hotel and travel arrangements) and provides support to ensure they operate smoothly
  • Records minutes for division meetings and other meetings as required
  • Nurtures reciprocal relationships with First Nations, Métis and Inuit communities and National Indigenous organizations, including Thunderbird Partnership Foundation, Assembly of First Nations, the Métis National Council and Inuit Tapiriit Kanatami
  • Updates contact databases and records management systems, and provides training to division staff on these information systems as required
  • Maintains and updates the division's processes and orientation binder, and provides training to new division staff on these processes as required
  • Supports staff in assigned projectbased work
  • Records division staff's leave in the Outlook calendar
  • Provides administrative support to the director and division staff (e.g., photocopying, faxing, filing, typing, creating documents)
  • Reviews divisional expense claims and submits them to the director for approval
  • Performs related duties as assigned

Qualifications

  • A minimum of two to three years of experience working with First Nations, Métis and Inuit organizations
  • Relevant training, preferably through a diploma program, a degree program, or both — or equivalent experience engaging with Indigenous governments, communities or organizations
  • Excellent skills with Microsoft Office (i.e., Outlook, Word, Excel, PowerPoint) and experience working with databases and online document management systems
  • Significant experience with electronic calendar management
  • Organizational, timemanagement and support skills, including an ability to manage conflicting workloads, determine priorities and accept personal responsibility for the completion of tasks
  • Ability to exercise discretion and demonstrate effective judgment and decisionmaking skills
  • Strong communication skills — verbal and written, including the ability to proofread and edit
  • Ability to work well under pressure, maintaining tact and courtesy, and with little supervision
  • Professional demeanour and an ability to think proactively
  • Strong problemsolving skills and attention to detail
  • Enthusiastic team player

Assets

  • Bilingualism in English and French
  • Ability to speak Inuktitut, Michif, Cree, Dene or Ojibwe
CCSA is committed to equity, diversity and inclusion in all aspects of our work.

As an organization, we are committed to ensuring that First Nations, Métis and Inuit people and all equity-deserving groups are fully represented, including women, people of colour, people with disabilities, and people who are 2SLGBTQ+.


Preference will be given to Indigenous applicants who demonstrate a strong connection to community with a commitment to advancing Indigenous health priorities.

No agencies please.


The Canadian Centre on Substance Use and Addiction changes lives by bringing people and knowledge together to reduce the harm of alcohol and other drugs on society.

We partner with public, private and non-governmental organizations to improve the health and safety of Canadians.

CCSA activities and products are made possible through a financial contribution from Health Canada. The views of CCSA do not necessarily represent the views of the Government of Canada.

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