Administrative Assistant, Office of The Chief

7 months ago

Edmonton, Canada Métis Nation of Alberta Full time

**Administrative Assistant, Office of the Chief Electoral Officer**

**Location**: Chief Electoral Office, Edmonton, AB

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

**The Organization**

**The Opportunity**

**Key Responsibilities**
- Collaborate with the OCEO team to ensure that administrative activities are delivered in a timely, effective, up to date, and accurate manner.
- Responsible for administrative and clerical tasks to support the OCEO.
- Support OCEO initiatives through logístical coordination and procurement of materials and supplies for events and office use.
- Work cooperatively with OCEO team members to support the achievement of Election and office activities. Actively participate in the OCEO team meeting and planning sessions.
- Assist in organizing, coordinating, and implementing various operational projects, elections, bi-elections, training, and other events, as needed.
- Perform clerical functions such as receiving visitors, arranging conference calls, and scheduling meetings for the OCEO team members or designates. Maintain office mailbox and main phone line.
- Coordinating and organizing OCEO meetings and conferences, including booking venues, catering requirements, setting up audio-visual equipment, and tending to other requirements of meetings. Set up and prepare for meetings, both virtual and in person, as needed.
- Coordinate and confirming OCEO team travel, including making hotel accommodations and transportation bookings via land and air.
- Assist with preparation, distribution, and filing of meeting agendas, records, and meeting minutes.
- Assist in the research and compilation of data for various reports, projects, and briefing notes.
- Assist with preparing and completing internal and external correspondence as needed, including legal documents, forms, letters, reports, presentations, and other documents. Distribute and file as directed.
- Assist with reviewing all documents, reports, quotes, invoices, and correspondence prepared for Executive or CEO signatures, as needed.
- Assist with developing, implementing, and maintaining processes and procedures within the OCEO, including but not limited to, input of purchase orders, finance reporting and management, expense claims, travel arrangements, and records management systems.
- Assist with processing OCEO finance transactions in Workplace. Preparing PO’s, creating cheque requisitions, and submitting for payment.
- Develop and maintain constructive working relationships with both internal and external stakeholders, including OCEO team members, MNA leadership and employees, 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, multi-task, 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.
- Knowledge of Métis rights, history, culture, and people is a definite asset.

**Qualifications**
- Minimum of a professional administrative assistant certificate / diploma / degree.
- 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 in Edmonton; in-office presence will be required.
- Some occasional travel within Alberta may be a requirement.
- Availability to work evenings and weekends, on occasion, and with notice.
- A driver’s license and an operational vehicle is an asset.

**What We Offer**
- The opportunity to work for the Office of the Chief Electoral Officer within the newly ratified Otipemisiwak Métis Government.

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