POSITION TITLE: Administrative Assistant
DEPARTMENT: Administration
CLASSIFICATION: MGO-04
SALARY RANGE: Starting at $53,060.00 per Annum
POSITION TYPE: Full-time, Permanent
LOCATION: Saskatoon
ACCOUNTABLE TO: Administration Manager
Brief Overview:
Under the direction of the Administration Manager, the Administration Assistant will support the growth of the Métis Nation – Saskatchewan. The Administrative Assistant will be responsible for assisting with the completion of day-to-day administrative responsibilities of the growing Administration department.
Key Responsibilities:
Administrative Assistant Responsibilities:
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Assists with various Administration projects and continuous improvement initiatives (SharePoint/record keeping system) based on Administration Department needs.
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Creates and generates reports as required, uploads documents, and accuracy of data.
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Supports Administration Department with monitoring, responding, and tracking inquiries.
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Assists in background work, e.g., administration, research, analysis, coordination, and development of tools and resources.
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Updating internal Administration folders and records.
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Preparing meeting rooms and attending meetings.
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Supporting vendor relations and processing invoices for payment.
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Perform a wide range of general administration functions.
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Maintain confidential Administration files and databases.
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Performs other related duties as assigned.
Receptionist Responsibilities:
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Act as first point of contact for Citizens and prospective Citizens.
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Welcome and greet visitors; relay information, take phone calls and messages, answer, or redirect questions.
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Receive and interact courteously with contacts (government, agency professionals, sales representatives, media, public, and staff).
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Receive, respond to, and process all incoming mail and emails, managing emails accounts.
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Prepare outgoing correspondence for mailing or courier; deliver mail to post box and/or post office.
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Ability to answer a wide range of questions and provide support in a courteous manner; provide detailed information regarding, MN–S programs, MN–S affiliates, Métis history, etc.
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Booking rooms, meetings and events as requested.
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Maintain the security and confidentiality of information and documents according to established policies and procedures.
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Order general office supplies.
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Perform various file updates/processes.
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Create/edit/proofread documents.
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Assist MN–S with clerical needs.
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Assist with beverages and refreshments for meetings when needed.
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Complete all other responsibilities as assigned.
Knowledge, Skills, and Abilities
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Knowledge of Métis Culture
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Demonstrates a commitment to a diverse, culturally competent, and culturally safe work environment and representative workforce.
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Proven experience in a similar role.
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Knowledge of administrative practices and procedures.
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Excellent verbal and written communications skill.
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Ability to plan, prioritize and oversee numerous concurrent projects effectively.
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Strong organizational, analytical, and problem-solving skills.
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Excellent time management skills and ability to multitask and prioritize work.
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Attention to detail.
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Willingness to work within a team environment and be independent.
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Resiliency in dealing with changing schedules, timelines, and financial priorities.
Qualifications and Experience
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Post-Secondary education from a recognized institution with a focus on business administration or another related discipline
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A minimum of 2 years experience in a similar role
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Advanced computer skills including knowledge of Adobe and Microsoft Office programs: Outlook, Word, Excel, and PowerPoint, SharePoint, Teams.
