Executive Assistant and Administrative Assistant

6 months ago

Edmonton, Canada Métis Nation of Alberta Full time

**Executive Assistant Administrative Assistant**

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

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

**The Organization**

**The Opportunities**

**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.

**Executive Assistant - Citizens’ Council**

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 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.
- 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.
- 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.
- 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 Indige

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