Administrative Assistant 

Purpose:

Is responsible for ensuring efficient and effective administrative tasks are carried out for the Finance Unit. 

Roles & Responsibilities:

To provide efficient administrative support for the Finance Unit 

• Provide comprehensive administrative support to the unit, relieving staff of routine tasks whenever possible. 
• Research, draft, and prepare reports/correspondence. 
• Collaborates with all Finance leadership on files to ensure proper responses and follow-up. 
• Acts as the central resource for the Unit. 
• Coordinates unit schedules, projects, files, and activities in collaboration with Finance leadership to ensure effective follow-up on Finance activities. 
• Assists with the management of the Unit’s program budgets. 
• Ensures scheduling of all the Unit’s meetings, conferences, workshops, vacations etc., and are accurately logged in the shared Unit’s and Global calendars. 
• Keeps abreast of any new Unit’s developments and provides regular updates to all Finance leadership. 
• Determines and coordinates all travel arrangements. 
• Coordinates all aspects of special assignments related to the Unit, as directed by the immediate supervisor. 
• Review and submit invoices, expense reports, timesheets, and coordinate cheque signings. 
• Maintain an organized filing system, both digital and physical, ensuring easy access and retrieval of documents in accordance with unit standards and policies.  
• Regularly archive and manage the storage of outdated or inactive files, ensuring compliance with records management and document retention policies. 
• Securely handle sensitive and confidential information, maintaining strict confidentiality and ensuring appropriate access controls. 
• Handle photocopy and scanning requests. 
• Fully utilizes all currently available technology to track and manage day-to-day activities and projects, and keeps current on training for new and existing technology. 
• Organize, prioritize, schedule meetings, events, and activities, ensuring alignment with organizational timelines and priorities. 
• Coordinate meeting logistics, including booking venues, setting up and testing audio/visual equipment, and ordering/preparing refreshments. 
• Accurately record unit meeting minutes or notes, capturing key discussions, decisions, and action items, and promptly distributing them to participants. 
• Maintain clear and comprehensive records of committee activities, decisions, and communications for reference. 
• Track follow-up actions and ensure their completion within designated timeframes. 
• Manages and monitors all incoming mail for the unit. 
• Facilitates onboarding of new employees. 
• Assist with managing the team’s group mailboxes. 
• Acts as the central point of contact for the team. 
• Guide the Finance team through change and process improvements. 

Facilitates collaboration and communication between the Unit, stakeholders, and external partners. 

• Establishes linkages between the parties and develops and implements protocols to ensure effective communications. 
• In consultation with all Finance leadership, performs follow-up, research, etc. 
• Attends meetings, as needed, to share information, coordinate activities, etc. 
• Coordinates and/or participates in various committees, meetings, briefings, conferences, and workshops on behalf of the Unit and provides input/feedback and reports for the same. 
• Maintains specific files on projects and activities that require linkages to the Unit. 

Oversees and coordinates the Unit’s operations 

• Responsible for managing the administrative aspects of the human resources needs of the Unit. 
• Assists the Finance Director to reconcile and perform follow-up related to MCK credit card transactions. 
• Collaborates with all Finance leadership to ensure smooth functioning of the Unit and its activities.

Education & Experience:

• DEC in Office Administration, plus one (1) year relevant experience OR 
• DEP in Secretarial Sciences, plus three (3) years relevant experience OR 
• High School Diploma, plus five (5) years relevant experience. 

Knowledge, Skills, & Abilities:

• Sound knowledge of MCK policies and programs, administrative and operational procedures. 
• Sound planning, time management, and organizational skills. 
• Excellent written and oral communication skills. 
• Attention to detail and accuracy. 
• Knowledge of Microsoft 365 applications such as Outlook, Teams, Word, Excel, OneDrive, and SharePoint. 
• Ability to follow up on initiatives from beginning to end. 
• Minute taking skills. 
• Knowledge of program budget management skills. 
• Good judgment and problem-solving skills. 
• Solid analytical and decision-making skills. 
• Multi-tasking skills. 
• Demonstrates professionalism, discretion, and courtesy when interacting with internal and external clients, fostering positive and respectful working relationships. 
• Maintains confidentiality. 
• Adhere to the MCK 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. 
• Considerable stress and productivity pressure are associated with completing assignments.

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 CONSIDERED