Administrative Assistant, Registry - Edmonton, Canada - Métis Nation of Alberta

Métis Nation of Alberta

Verified Company

Edmonton, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Administrative Assistant, Registry

Location:
MNA Provincial Head Office in Edmonton, AB

Closing Date:
December 11, 2023

Position Status:
Full Time (40 hrs per week), Permanent

The Organization

The Opportunity

Key Responsibilities

Collaborate with the Director of Métis Identification and Registry Systems to ensure that administrative and clerical tasks are supporting the department in a timely and efficient manner.
Operate office equipment such as computers, photocopiers, phone systems and scanning equipment.
Perform clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.
Prepare and distribute internal and external correspondence including, but not limited to, meeting agendas, legal documents, letters, reports, briefings, and meeting minutes.
Coordinate and complete special projects independently or in cooperation with team members.
Coordinate department team travel, including making hotel reservations and transportation bookings.
Assist with scheduling department meetings and conferences, including venue bookings, arranging catering, and setting up audiovisual equipment. Set up and prepare for meetings, both virtual and in person.
Support departmental initiatives through logístical coordination and procurement of materials and supplies for programming and for office use.
Follow finance management procedures for processing purchase orders (PO's), creating cheque requisitions, and processing expense claims.
Assist team members with data entry of Citizenship Applications, as required.
Develop and maintain an accurate and up to date records management system (including classifying and coding electronic and hardcopy files).
Prepare presentations and reports, as required.
Ensure the safeguarding of all confidential files.
Provide website updates to the Communications department to ensure up to date department information is posted on the MNA website.
Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.
Develop and maintain relationships with internal and external stakeholders including, but not limited to, the Executive Department, management, MNA employees, Métis community, and business partners.
Assist with administration of MNA Provincial events & programs.
Other duties as assigned.

Skills & Competencies

Strong computer skills with the ability to adapt to new technology and software.
Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint).
Ability to effectively maintain filing systems and databases.
Strong writing, editing, and proofreading skills.
Sound planning, prioritization, and execution skills.
Exceptional organization and time management skills with the ability to manage multiple priorities.
Excellent interpersonal skills, with the ability to build strong relationships.
Recognized strength in supporting teams and providing administrative and clerical support to add to organizational capacity.
Ability to work independently as well as part of a team.
Flexible and adaptable to work in a diverse and fast paced environment.
Strong sense of ethics and the ability to maintain a high level of confidentiality in all interactions.
Political and cultural sensitivity.
Knowledge of Métis history, culture, and issues affecting Métis people. An indepth understanding of the MNA and Métis culture is an asset.

Other Requirements

Position will be based at the Métis Nation of Alberta's Provincial Head Officein Edmonton.
Availability to work Monday to Friday 8:30 am 4:30 pm.
Ability to work evenings and weekends, with notice.
Ability to travel throughout Alberta is a requirement.
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_Métis Nation of Alberta thanks all applicants for their interest. Only applicants selected for an interview will be contacted. No phone calls please._

Job Types:
Full-time, Permanent

Benefits: