Administrative Assistant

Terms of employment: 
Full-time
Job Category: 
Administrative and Office Administration
Position Location: 
Thunder Bay
Job Description: 

Administrative Assistant

CORE – Thunder Bay, Ontario
 

The Administrative Assistant is primarily responsible and accountable to the Associate Manager and will supports the executive team. 

The incumbent is responsible for providing administrative and clerical services to the executive team and will contribute to the efficient day-to-day operations of the team.  They will work in collaboration with the ONWA Board of Directors and will guide, communicate, organize, and plan a variety of Board related material including any required material for the executive team. 

QUALIFICATIONS

  • Post-secondary certificate or diploma in Business Administration with a minimum of 3-5 years’ work experience in the area relevant.
  • Demonstrated knowledge of Not-for-Profit organizational structure and knowledge of Provincial and Federal legislation.
  • Demonstrated administrative and coordination skills.
  • Excellent organizational and time management skills.
  • Excellent communication skills; both verbal and written.
  • Demonstrated self-confidence and an ability to follow through on assigned duties independently within strict deadlines.
  • Results oriented and demonstrated ability to effectively prioritize workflow
  • Capacity to solve problems and to see different perspectives
  • Excellent working knowledge of computers, specifically Microsoft Office Working knowledge of standard office equipment, such as photocopier, fax machine and telephone.
  • Demonstrated experience providing services to Indigenous families and/or communities.
  • Ability to speak an Indigenous language is considered an asset.
  • A valid, current criminal reference check

RESPONSIBILITIES

  • Perform a wide variety of executive secretarial and administrative duties as required by daily operations of the executive office,
  • Create and implement organizational systems and processes to support the entire function of the executive team.
  • Review and summarize miscellaneous reports and documents; prepare background documents as necessary.
  • Prepare any correspondence as directed for any memorandum, submissions and reports and coordinate the submission of summary briefs and reports as required; 
  • Evaluate mail to identify those items requiring priority attention of the executive team.
  • Prepare papers for consideration and presentation by the executive team.
  • Independently respond to letters and general correspondence of a routine nature.
  • Make travel arrangements for the Board of Directors, executive and leadership teams as required;
  • Coordinate and submit all travel claims and expense reports related to the Board of Directors and the executive team,
  • Maintain appointment schedules and calendars for the Executive team arrange meetings and prepare meeting packages. Attend office meetings, events and take and prepare minutes, as directed by the Associate Manager.
  • Order office supplies for the executive team and self and maintain inventory.

·       A willingness to learn about the Indigenous culture and traditions.

·       Other reasonable duties as requested

 DUTIES – ADMINISTRATIVE

  1. Provide written reports, monthly or as required.
  2. Communicate/share information to co-workers on any concerns/issues that pertain to programming and/or the organization as needed.
  3. Make recommendations to Associate Manager on emerging issues

DUTIES – PUBLIC RELATIONS:

1.     Maintain good public relations with Funding Agencies,  site agents, co-workers, resource people, agencies, suppliers, local/out of town organizations and the community in general.

 STANDARDS OF PERFORMANCE:

  1. Completion of functions outlined in the description and the achievement of goals set.
  2. Good conduct and standard or professionalism at work in representation of ONWA.
  3. Adhere to Policies and Procedures as set by the ONWA.

 AUTHORITY: 

To execute duties and responsibilities outlined in the job description.

ACCOUNTABILITY:

The Administrative Assistant will be directly accountable to the Associate Manager for the proper completion of the functions outlined in the job description.

CONDITIONS OF EMPLOYMENT

1.     A clear current criminal reference check along with a vulnerable sector search within the last 6 months of position being offered to is a condition to employment offer.

2.     A valid Class “G” Drivers’ license, access to a reliable and safe vehicle and $2,000,000 liability vehicle insurance is required

3.     A current and clean driver’s abstract.

4.     The ability and willingness to travel and to work flexible hours.

 Note:

1.     All other related tasks and duties as assigned.

 

Close date: 
Wednesday, December 12, 2018
Email: 
Mailing address: 

Human Resources

Ontario Native Women's Association
380 Ray Boulevard
Thunder Bay, ON P7B 4E6