Administrative Assistant, Self-government

3 weeks ago

Edmonton, Canada Métis Nation of Alberta Full time

**Administrative Assistant, Self-Government**

**Location**: Métis Nation of Alberta Provincial Office (11738 Kingsway NW, Edmonton, AB)

**Closing Date**: March 12, 2024

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

**The Organization**

**The Opportunity**

**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.

**Key Responsibilities**
- Collaborate with the Self Government department to ensure that administrative activities are coordinated and delivered in an effective, timely and accurate manner.
- Operate office equipment such as computers, photocopiers, phone systems and scanning equipment.
- Assist with administrative tasks related to supporting the Elected Officials of the Otipemisiwak Métis Government.
- Liaise with the Self-Government Coordinator in coordinating Elected Official and department team travel, including making hotel reservations and transportation bookings.
- 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.
- Prepare, print, assemble, and distribute packages consisting of necessary materials to carry out 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.
- Assist in the research and compilation of data for various reports, projects, and briefing notes.
- Draft internal and external correspondence including, but not limited to, meeting agendas, legal documents, letters, reports, briefings, and meeting minutes.
- Review documents, reports, invoices, and correspondence prepared for Executive signatures, and edit and distribute them as directed.
- Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
- Answer incoming phone calls and telephone inquiries with tact and professionalism.
- Support logístical coordination and procurement of materials and supplies for meetings, events, and general office use.
- Follow finance management procedures for processing purchase orders (PO’s), creating cheque requisitions, and processing expense claims.
- 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 employees, citizens, visitors, and other external stakeholders.
- Assist with administration of MNA Provincial events & programs.
- 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.
- Sound planning, prioritization, and execution skills.
- Exceptional organization and time management skills with the ability to manage multiple priorities.
- Excellent interpersonal skills, with the ability to build strong relationships.
- Recognized strength in supporting teams and providing administrative and clerical support to add to organizational capacity.
- 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.
- 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 in 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.
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