Administrative Assistant

Department: Health & Wellness

Classification: CA- 4

Status: Regular Full-Time

**Reporting Relationship**

The Administrative Assistant reports directly to the Manager of Family Services and provides high-level administrative support to the Manager of Family Services.

**Position Summary**

This role requires a person who is highly organized, detail-oriented, and capable of managing multiple tasks simultaneously. The Administrative Assistant will work closely with the Manager of Family Services to support the Vision of the M’Chigeeng First Nation Health and Wellness Department.

**Essential Functions**
- Participate in monthly supervision with the Manager of Family Services.
- Provide comprehensive administrative support to the Manager of Family Services including managing schedules, preparing draft correspondence, and handling confidential information.
- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items in collaboration with the Manager of Family Services.
- Serve as a primary point of contact for internal and external communications, including liaising with staff, community members, and stakeholders and providing briefings to the Manager of Family Services. Executes follow up once reviewed and approved by the Manager of Family Services.
- Assist in the coordination, planning, execution, and monitoring of program projects and initiatives in collaboration with the Manager of Family Services.
- Maintain and organize minutes, professional correspondence, program documents, reports, and records.
- Assist in the development, coordination, planning and execution of program events and activities on behalf of the Manager of Family Services.
- Oversee office operations, including ordering supplies, managing equipment, and ensuring a productive work environment with the Manager of Family Services.
- Answer, screen, and route telephone calls for the Manager of Family Services.
- Prepare professional and confidential correspondence, memos and documents.
- Coordinate and organize logistics for meetings, schedule and document dates of meetings, and record notes during meetings, circulate meeting minutes once approved.
- Attend internal, local, regional and provincial meetings with the Manager of Family Services and assist with preparing meeting agendas and other documentation required for meetings.
- Coordinate and organize travel, accommodation, meeting space, food and other supplies for meetings.
- Prepare and maintain a task list for the Manager of Family Services.
- Liaise with the Manager of Family Services, to develop meeting agendas, prepare reports and obtain material for the Director of Health and Wellness, Political Office, Council Portfolio Holders, Chief and Council and Government agencies.
- Maintain an effective filing system for the Manager of Family Services.
- This position requires travel both locally and regionally to accompany the Manager of Family Services.
- Implement financial processes in the performance of duties such as purchase orders, cheque requisitions, requests for payments, etc.
- In collaboration with the Manager of Family Services, coordinate and prepare presentation material for meetings and special events.
- Ensure confidentiality and safekeeping of all program documents and records.
- Develop and maintain accurate, up-to-date and concise work files.
- Maintains confidentiality and ensures the privacy of children, youth and families involved with the Health and Wellness Department.
- Completes time sheets, mileage reports, cheque requisitions, purchase orders and ensures that they are completed based on service and financial policies.
- Ensures that all serious incidents and or risk and liability incidents concerning children, youth and families are documented, communicated and reviewed with the Manager of Family Services.
- Maintains clear communication and initiatives debriefing opportunities with direct supervisor when required and needed.
- Assists and participates in Community events both on and off the First Nation when required and needed.
- Coordinating and completion of timesheets for the Family Resource Department.

**Professional Accountability and Development**:

- Implements and adheres to relevant best practices, policies and procedures in a professional manner.
- Ensures an inclusive, friendly and safe environment that is supportive of all visitors and participants accessing programs and services.
- Serves as a community role model while at work and away from the office.
- Attends training opportunities which will enhance professional competence and to keep current on the changing needs of the position and program.
- Continuously strives to improve operations and streamline work processes.
- Experience working with various office systems and equipment.
- Knowledge of the M’Chigeeng First Nation, programs and services.
- Proficient computer skills.
- Excellent written, verbal, communication and presentation