Administrative Assistant - Ottawa, Canada - Canadian Centre on Substance Abuse

Canadian Centre on Substance Abuse

Verified Company

Ottawa, Canada

1 week ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Position:

Administrative Assistant (First Nations, Métis and Inuit)

Reports to:

Director, Indigenous Partnerships and Strategy

Profile Date:

March 2024

The Canadian Centre on Substance Use and Addiction (CCSA) changes lives by bringing people and knowledge together to reduce the harms of alcohol and other drugs on society.

We partner with public, private and non-governmental organizations (NGOs) to improve the health and safety of people living in Canada.

An NGO with a national focus, CCSA envisions a healthier Canadian society where evidence transforms approaches to substance use.

CCSA acknowledges that First Nations, Métis and Inuit people are the holders of Traditional Indigenous Knowledge.

We respect the power of the Indigenous ways of knowing and of Traditional Indigenous Knowledge and commit to learning about and incorporating this knowledge into our work with proper guidance.

Reporting to the Director, Indigenous Partnerships and Strategy (or designate), the Administrative Assistant provides support to the First Nations, Métis and Inuit team through a range of administrative duties.

This position is part of an administrative support team that assists other divisions within CCSA as needed.

Responsibilities

Manages and maintains the director's Outlook calendars
Prepares documents such as reports and spreadsheets and related items such as graphs
Coordinates and sets up meetings and provides support to ensure they operate smoothly
Manages logistics around special events (e.g., venue selection, catering, technical requirements, registration, hotel and travel arrangements) and provides support to ensure they operate smoothly
Records minutes for division meetings and other meetings as required
Nurtures reciprocal relationships with First Nations, Métis and Inuit communities and National Indigenous organizations, including Thunderbird Partnership Foundation, Assembly of First Nations, the Métis National Council and Inuit Tapiriit Kanatami
Updates contact databases and records management systems, and provides training to division staff on these information systems as required
Maintains and updates the division's processes and orientation binder, and provides training to new division staff on these processes as required
Supports staff in assigned projectbased work
Records division staff's leave in the Outlook calendar
Provides administrative support to the director and division staff (e.g., photocopying, faxing, filing, typing, creating documents)
Reviews divisional expense claims and submits them to the director for approval
Performs related duties as assigned

Qualifications

A minimum of two to three years of experience working with First Nations, Métis and Inuit organizations
Relevant training, preferably through a diploma program, a degree program, or both — or equivalent experience engaging with Indigenous governments, communities or organizations
Excellent skills with Microsoft Office (i.e., Outlook, Word, Excel, PowerPoint) and experience working with databases and online document management systems
Significant experience with electronic calendar management
Organizational, timemanagement and support skills, including an ability to manage conflicting workloads, determine priorities and accept personal responsibility for the completion of tasks
Ability to exercise discretion and demonstrate effective judgment and decisionmaking skills
Strong communication skills — verbal and written, including the ability to proofread and edit
Ability to work well under pressure, maintaining tact and courtesy, and with little supervision
Professional demeanour and an ability to think proactively
Strong problemsolving skills and attention to detail
Enthusiastic team player

Assets

Bilingualism in English and French
Ability to speak Inuktitut, Michif, Cree, Dene or Ojibwe

CCSA is committed to equity, diversity and inclusion in all aspects of our work.

As an organization, we are committed to ensuring that First Nations, Métis and Inuit people and all equity-deserving groups are fully represented, including women, people of colour, people with disabilities, and people who are 2SLGBTQ+.

Preference will be given to Indigenous applicants who demonstrate a strong connection to community with a commitment to advancing Indigenous health priorities.

No agencies please.

The Canadian Centre on Substance Use and Addiction changes lives by bringing people and knowledge together to reduce the harm of alcohol and other drugs on society.

We partner with public, private and non-governmental organizations to improve the health and safety of Canadians.

CCSA activities and products are made possible through a financial contribution from Health Canada. The views of CCSA do not necessarily represent the views of the Government of Canada.