Administrative Assistant

2 months ago

Edmonton, Canada Métis Nation of Alberta Full time

**Administrative Assistant - Health**

**Location**: 12308 111 Avenue #200, Edmonton, Alberta

**Position Status**:Full-time (40 hours/work) Permanent Position

**Key Responsibilities**
- Collaborate with the Director of Health to ensure that administrative and clerical tasks support the department in a timely and efficient manner.
- Greet visitors and respond to inquiries in a professional, friendly, and supportive manner.
- Answer, screen, and forward a high volume of incoming phone calls and telephone inquiries with tact and professionalism.
- Receive, sort, track, and distribute daily mail/deliveries for the office of the Health and Child & Family Services departments.
- Manage the reception area to ensure a clean, organized, and welcoming environment.
- Maintain organized filing systems for both electronic and physical records, ensuring confidentiality and accuracy.
- Monitor office supplies, place orders, and handle inventory management for the office.
- Follow finance management procedures for processing purchase orders (PO’s), creating cheque requisitions, and processing expense claims.
- Prepare and distribute internal and external correspondence including, but not limited to, meeting agendas, legal documents, letters, reports, briefings, and meeting minutes.
- Assist with the planning, coordination, and execution of health-related events, workshops, and meetings, including preparing materials, setting up venues, and liaising with participants supported by health department staff.
- Assist with scheduling department meetings and conferences, including venue bookings, arranging catering, and setting up audio-visual equipment. Set up and prepare for meetings, both virtual and in person.
- Coordinate department team travel, including making hotel reservations and transportation bookings.
- Provide additional support as required to ensure the Health Department meets its goals and objectives.
- Provide coverage for administrative colleagues where necessary to ensure effective departmental coverage and support.
- Actively participate in departmental and organizational training and development opportunities.
- Actively participate in organizational events when requested and when able.
- Other duties as required or assigned.

**Skills & Competencies**
- Strong interpersonal skills and ability to establish strong working relationships.
- Excellent communication skills with the ability to listen, interpret and convey information to the appropriate staff and various audiences.
- Ability to exercise discretion in handling confidential and politically sensitive information. Strong political sensitivity is required.
- Self-starter with the ability to work independently or in a team setting.
- Ability to take initiative and be innovative in improving office and administrative procedures.
- Flexible and adaptable to work in a diverse and fast paced environment.
- Ability to remain organized, multi-task, and manage time effectively under tight and competing deadlines.
- Ability to produce professional documents, reports, and presentations.
- Ability to maintain filing systems, databases, and tracking processes.
- Strong computer skills with aptitude for using new software.
- Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
- Resourceful, proactive, and results driven.
- Culturally sensitive and compassionate.
- Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth understanding of the MNA and Métis culture, people, and values is an asset.

**Qualifications**
- Academic or employment background in administration or equivalent; additional training in office administration or related field is an asset.
- Minimum of 2 years of experience in a similar administrative or receptionist role, preferably within a healthcare, non-profit, or Indigenous organization.
- Minimum two years of customer service experience required.

**Other Requirements**
- Ability to work in-office in Edmonton, Alberta.
- Ability to work a regular schedule of Monday to Friday 8:30 - 4:30, as well as occasional evenings and weekends.
- Ability to travel throughout Alberta, on occasion.
- Reliable transportation and valid Class 5 driver’s license.

**What We Offer**
- An opportunity to work for the newly ratified Otipemisiwak Métis Government and be a part of the largest Indigenous Government in Canada.
- An opportunity to learn about Métis culture, languages, and art.
- Meaningful work in a fun and supportive work environment.
- Training and professional development opportunities.
- A comprehensive benefit package and employer contributions to Pension Plan.
- 3 weeks paid vacation.
- The_Otipemisiwak Métis Government thanks all applicants for their interest. Only applicants selected for an interview will be contacted. No phone calls please._

**Job Types**: Full-time, Permanent

Work Location: In person

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