Purpose:
The Administrative Assistant provides high-quality administrative support to ensure the efficient operation of the office. This role is responsible for managing day-to-day office activities, coordinating schedules, preparing documents, and maintaining organized records, enabling the unit to operate smoothly and effectively.
Roles & Responsibilities:
Administrative Support for Lands Unit
- Prepare, format, and edit correspondence, reports, presentations, and other documents.
- Provides information and assistance to clients in regard to files held with the Director.
- Maintain accurate and up-to-date electronic and paper filing systems.
- Manage incoming and outgoing mail, emails, and phone calls, directing them appropriately.
- Draft meeting agendas, record and distribute meeting minutes, and track action items.
- Manage calendars, schedule appointments, and arrange meetings and conference calls.
- Coordinates the use of the Lands boardroom.
- Coordinates and provides administrative support for the Lands & Territories Portfolio meetings.
- Assists with the coordination of Land Use Planning activities and third-party files.
- Maintain a basic knowledge of files in collaboration with the Director
- Coordinate travel arrangements, including transportation, accommodations, and itineraries.
- Organize and support events, training sessions, and workshops.
- Maintain databases and contact lists, ensuring information is current and accurate.
- Track and process invoices, purchase orders, and expense reports.
- Support data entry, analysis, and report generation as required.
- Order and maintain office supplies and equipment.
- Liaise with vendors, service providers, and Asset Management as needed.
- Assist with special projects and initiatives as assigned.
- Provide backup support to other administrative staff as required.
- Updates and creates procedures relevant to the position
- Assists in the coordination of activities for projects
- Assists in developing workplans and budgets for the activities
- Maintains up to date working files on activities
- Consults with relevant departments as needed
Education & Experience:
- DEC in Office Administration, plus one (1) year of relevant experience OR
- DEP in Secretarial Sciences, plus three (3) years of relevant experience OR
- High School Diploma, plus five (5) years of relevant experience.
Knowledge, Skills, & Abilities:
- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable with digital tools.
- Strong written and verbal communication skills.
- Excellent organizational and time management abilities, with strong attention to detail.
- Ability to handle confidential information with discretion.
- Strong problem-solving skills and the ability to adapt to changing priorities.
- Professional, courteous, and service-oriented.
- Conducts business with internal and external clients in a tactful, discreet, and courteous manner.
- Maintains confidentiality.
- Adhere to MCK Employment Policies and Kanien’kéha Language initiatives.
- Ability to communicate in the Kanien’kéha and French languages is an asset.
- The willingness to learn the Kanien’kéha language.
Working Environment:
- Five-day work week is performed in an office environment.
- Moderate stress due to workload.
- Occasional overtime.
Requirements:
Please address your application to MCK Human Resources. Forward your complete application via e-mail only to: Applications@mck.ca
- Ensure complete applications are submitted, including Letter of Intent and Resume. Incomplete applications may not be considered.
- Only candidates selected for an interview will be contacted.
- Preference will be given to Indigenous candidates.
- When adding attachments, please use PDF format. Any other formats may be blocked from our system.
ALL REQUIRED DOCUMENTS MUST BE SUBMITTED BEFORE THE DEADLINE FOR YOUR APPLICATION TO BE CONSIDERE