Administrative Office Assistant

Summary: The Administrative Office Assistant plays a key role in ensuring the smooth operation of the office by handling a wide range of administrative, organizational, and communication tasks. This includes supporting meetings, managing documents, coordinating schedules, and serving as a liaison between staff, leadership, and external stakeholders.

Duties and Responsibilities:

- Serve as the primary point of administrative contact and liaison for the office.
- Receive, distribute, and file correspondence
- Process and respond to faxes and emails
- Communicate and correspond with various stakeholders
- Maintain and organize copies of bylaws, policies, contracts, plans, minutes, and other important documents
- Research issues and engage in various projects as needed
- File and organize an assortment of documents
- Coordinate, book, and confirm travel and hotel receipts, for reimbursement
- Arrange refreshments or food for meetings if required
- Organize meetings, book rooms and dates, take minutes, create agendas, prepare reports, provide copies, and handle filing
- Set up and maintain meeting spaces
- Participate in and support the Health and Safety Committee, including taking minutes at committee meetings
- Assist with the preparation of responses to faxes, emails, and other correspondence, in cooperation with the Senior Administrator and Chief and Council as required
- Perform other duties as assigned by the Senior Administrator,



Chief and Council, and HR

Required Qualifications:

Education:

- Post-secondary education in office or business administration is preferred.

Experience:

- Several years of office-related experience in a similar position

Knowledge and skills:

- Sound knowledge of office management principles and procedures
- Experience taking minutes at meetings and producing those minutes efficiently
- High level of computer skills, especially with MS Office, Internet, and search engines
- Strong interpersonal and communication skills; ability to work with a wide range of persons
- Ability to work under pressure and under tight timeframes, completing priorities expeditiously
- Ability to exercise tact and diplomacy concerning sensitive/confidential issues
- Ability to work with sensitive material and adhere to strict confidentiality
- Strict adherence to confidentiality and privacy of band business
- Knowledge of Kwakiutl Cultural Protocols

Other Requirements:

- Valid Class 5 driver's license
- Criminal record check clearance

Term: Full time 8:00 AM to 4:00 PM Monday to Friday (occasional hours on weekends/evenings)

Please submit your cover letter, resume, and 3 references to:

Lavina Hunt, Acting Senior Administrator at [email protected]

Pay: $53,000.00-$55,000.00 per year

Benefits:

- Dental care
- Extended health care
- Life insurance
- On-site parking

Work Location: In person

📌 Administrative Office Assistant (Canada)
🏢 Kwakiutl Band Council
📍 Canada