Job Summary
WDN is seeking a talented and motivated Office Administrator to join our dynamic team. This role offers an opportunity to support the Wellbeing Department. The position combines the responsibilities of an Executive Assistant- Such as advanced scheduling, document preparation, and executive support-With the office administration, facilities coordination, and procedural duties required for smooth day-to-day operations of the Wellbeing Services division.

KEY DUTIES

The following duties are not intended to serve as a comprehensive list of all duties performed by the employee in this classification, only a representative summary of the primary duties and responsibilities. The employee may not be required to perform all duties listed and may be required to perform additional, position-specific duties. In accordance with standards of WDN and reporting to the WDN Director of Wellbeing, the Employees key responsibilities are:

- Manage the Director’s calendar, appointments, and scheduling with a high level of accuracy and confidentiality, as requested.
- Prepare executive-level correspondence, reports, presentations, agendas, and briefing materials.
- Coordinate executive and team meetings, including agenda preparation, minute-taking, documentation, and follow-up actions.

Coordinate executive travel, including flights, accommodations, itineraries, and expense processing.

- Serve as the primary administrative contact for internal and external stakeholders on behalf of the Director.
- Provide daily administrative support to Wellbeing Services staff.
- Process Purchase Orders, Cheque Requisitions, and support procurement activities in alignment with organizational protocols.
- Maintain and update office administrative procedures manual.
- Perform daily distribution of incoming mail, correspondence, and electronic communications.
- Prepare, draft, proofread, and format a wide range of documents.
- Maintain an organized central filing system (digital and physical), data logs and statistics.
- Monitor office supply inventory, prepare orders,



and restock as required.
- Ensure strict confidentiality and compliance with policies regarding sensitive information and systems (e.g., mCase database).
- Manage meeting room bookings and oversee setup of audio-visual equipment and boardroom preparation.
- Support the coordination of catering, technical needs, and room arrangements for internal and external meetings.
- Organize departmental meetings, professional development retreats, and workshops, as assigned.
- Prepare agendas, meeting kits, and supporting materials.
- Take and distribute meeting minutes with accuracy and professionalism. Prepare requisitions and purchase orders for meeting-related expenses.
- Provide backup and cross-coverage for administrative teammates.
- Perform other duties within scope as assigned by the Director of Wellbeing.
- Adhere to all safety regulations, procedures, and safe work practices, including the successful completion of required Occupational Health & Safety (OH&S;) training; and
- Other related duties as assigned.

QUALIFICATIONS

- Successful completion of a recognized post-secondary administrative assistant or executive assistant program (required).
- Diploma in business administration, public administration, or a related field (asset).
- Minimum 5 years of recent relevant administrative or executive support experience, preferably in a complex or multi-disciplinary environment.
- Must possess a valid Saskatchewan driver's license and a reliable vehicle.

WHO CAN APPLY

Candidates who meet the minimum qualification standards and who can commit to in-person work, Monday through Friday.

ADDITIONAL INFORMATION

Applicants should note that WDN does not currently participate in the Saskatchewan Immigrant Nominee Program (SINP) for this type of position and will not support a SINP job approval.

APPLICATION PROCESS

Please send a Cover Letter & Resume to: [email protected]

Pay: $21.00-$25.64 per hour

Advantages:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- In office parking
- Paid time off
- RRSP match
- Vision care

Work Location: In person

📌 Wellbeing Services Office Administrator (Canada)
🏢 Whitecap Dakota Nation
📍 Canada