Project Administrative Assistant

3 weeks ago

Thunder Bay, Canada Independent First Nations Alliance Full time

**Position Summary**

The Independent First Nations Alliance (IFNA) is looking to hire a Project Administrative Assistant for the Technical Services Team, based in the city of Thunder Bay, Ontario. The Project Administrative Assistant (PAA) has the primary responsibility for providing administrative and clerical support, office management and administration and personnel administration services to the Technical Services Unit and to IFNA. The Project Administrative Assistant interacts with the First Nations technical services staff ensuring that they are aware of and meet the demands of project management and remain responsive to the funding sources and regulatory requirements.

**Accountability**

The Project Administrative Assistant (PAA) plays a very important role in providing support to the Technical Services Unit and helps them make informed project management decisions. The Project Administrative Assistant (PAA) reports directly to the Technical Services Manager (TSM) who holds the overall management responsibility for the Technical Services Unit at IFNA. The Project Administrative Assistant (PAA) is responsible for assisting the TSM and Technical Advisors with projects and core operational functions, coordinating and attending meetings, taking minutes, and meeting reports, maintaining files and information management. Support with Receptionist responsibilities of office management and supplies, arranging travel and expenses, personnel administration and interacting with the First Nations technical services staff and various Committees as assigned by the TSM.

**Duties and Responsibilities**

Provide administrative and clerical support to IFNA and upon request, to the member First Nations. Under the direction of the Technical Support Manager, the Project Administrative Assistant provides administrative and clerical support, office management and administration and personnel administration services to IFNA and First Nations communities by:
**1.** **Assistant Support**
- Assistant in communication with Technical Services department team
- Schedule and plan Calendar with TSM
- Preparing documents and presentations as directed by TSM
- Prepare minutes, reports, proposals, etc. as assigned by the TSM and/or program staff.
- Assist in the preparation of proposals and submissions.
- Assist program staff with project activities/tasks as required.

**2.** **Project Administrative Support**:

- Updating technical services project meetings and scheduling
- Coordinate lFNA sponsored technical services project meetings; attend meetings as directed by the TSM
- Process project correspondence, do synopsis and forward to communities, file accordingly.
- Prepare minutes, reports, proposals, etc. as assigned by the TSM and/or program staff.
- Managing Filing system
- Assisting with tracking projects

**3.** **Personnel administration**:

- Assist in the maintaining privacy of personnel files and information.
- File and assist in monitoring project list
- Prepare and respond to personnel management matters as assigned by TSM

**4.** **Other duties**:

- Attend professional development and training sessions as assigned by the TSM
- Provide financial administrative support as assigned by TSM
- Provide Reception Support when needed
- Perform other duties as approved or assigned by the CEO.
- Research funding opportunities for upcoming projects

**5.** **Project Support**
- Plan and organize monthly meetings with communities
- Maintain the infrastructure and technical community project list
- Write minutes and agendas and deliver to community members
- Check in on projects

**6.** **Qualifications**:

- Diploma or Equivalent combination of education and administrative assisting or office management experience.
- Excellent communication skills, written and verbal.
- Excellent computer skills: Word Office, Excel, MS Outlook and Power Point.
- Knowledge of First Nation governments.
- Driver's license and vehicle.
- Practical and theoretical experience in administration, management, and advisory services.
- Ojibway or Cree language considered an asset.

**COMMUNICATION**

The Project Administrative Assistant (PAA) provides correspondence concerning communications to the TSM concerning all work undertaken. The Project Administrative Assistant (PAA) will coordinate with the IFNA COMMS for Chief and Council updates under the advisement and knowledge of the TSM

**PHYSICAL DEMANDS AND WORKING CONDITIONS**

The overall nature of the position requires little physical effort and occasional light physical exertion. There is occasional exposure to environmental conditions such as heat, cold, temperature and weather changes accompanied by business travel and visits to the IFNA communities. This position requires frequent air and over-the-road travel and emergency telephone calls after business hours are necessary and unavoidable working conditions.

**Deadline**: Position will be open until filled.

Salary will be based on a combination

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