Administrative Coordinator

**Administrative Coordinator - Office of the Chief Electoral Officer**

**Location**: 12304 111 Avenue, Edmonton, Alberta

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

**Key Responsibilities**
- Collaborate with the OCEO team 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.
- Receive, sort, track, and distribute electronic and physical mail and/or deliveries for the OCEO.
- Set up and maintain organized filing systems for both electronic and physical records, ensuring confidentiality and accuracy.
- Support OCEO initiatives through logístical coordination and procurement of materials, stock, and supplies.
- Follow finance management procedures for processing purchase orders (PO’s), creating cheque requisitions, and processing expense claims for office and election expenses.
- Assist in the research and compilation of data, statistics, and other information to support election activities.
- Prepare, proofread, and distribute internal and external correspondence including, but not limited to, meeting agendas, forms, letters, and presentations.
- Record and prepare meeting minutes and work with the OCEO team to ensure accuracy of notes.
- Assist with the planning, coordination, and execution of events, training sessions, and meetings, including preparing materials and setting up venues.
- 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 team travel, including making hotel reservations and transportation bookings.
- Assist with training temporary staff including briefing on processes and procedures and current software.
- Provide additional support as required to ensure the OCEO meets its goals and objectives.
- Actively participate in organizational events when requested and when able.
- Other duties as required or assigned.

**Skills & Competencies**
- Strong computer skills with aptitude for using new software, including financial databases.
- Proficient in Microsoft Office programs (including Word, Excel, Outlook, Windows, SharePoint, and PowerPoint).
- 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.
- Flexible and adaptable to work in a dynamically changing environment.
- Ability to remain organized, multi-task, and manage time effectively under tight and competing deadlines.
- Ability to produce professional correspondence, documents, reports, and presentations.
- Ability to maintain filing systems, databases, and tracking processes.
- Resourceful, proactive, and results driven.
- Strong problem solving and decision-making skills.
- 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 role, preferably within a non-profit or Indigenous organization.
- Two years of customer service, project administration, or event planning is an asset.

**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.
- Ability to lift up to 20 lbs.

**What We Offer**
- The opportunity to work for the Otipemisiwak Métis Government under its newly ratified Constitution and be an instrumental part of the largest Indigenous Government in Canada as it rapidly grows and develops.
- 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_._