Administrative Support/Soutien administratif

Assembly of First Nations • Ottawa, ON

18h • Onsite

About The Position

The Assembly of First Nations (AFN) is seeking to staff the role of Administrative Support. The Administrative Support takes direction from and reports to the Director, Water Sector. The incumbent provides assistance in the development and overall administrative management of the Sector.

Requirements

• Successful completion of secondary school and certificate in administrative studies or equivalent combination of education and 2+ years of relevant experience
• Advanced knowledge and skills performing more complex tasks
• Advanced interpersonal skills with demonstrated verbal and written proficiency and able to initiate effective interaction and collaboration at all levels and with a variety of individuals.

Nice To Haves

• French as an asset
• Knowledge of First Nations language or French is an asset

Responsibilities

• Perform all general office work, clerical duties, data storage, collection and processing necessary information for the effective operation of the Sector.
• Organize and maintain the Sector files, records and data base.
• Make travel arrangements for staff and committee members of the Chiefs Committee and Technical Committee by booking of flights, confirming Hotel Reservations, car rentals.
• Organize meeting arrangements by preparing mail-outs, call packages, assembling information kits, photocopying and collating information.
• Book meeting facilities for meetings and workshops and ensuring all administrative and financial details are recorded, monitored and contracts are fulfilled and processed in accordance with AFN policy and procedures.
• Maintain copies of accounting records of the Sector.
• File, classify and organize all incoming correspondence, reports and studies and maintaining file index of all correspondence and resource materials.
• Prepare draft correspondence and use mail merging techniques.
• Type minutes, meeting summaries and proofread correspondence, reports, statements, invoices, forms and other documents from notes or tape recording devices.
• Open, sort and route incoming mail.
• Prepare and complete cheque requisitions, purchase orders, travel expense claims for staff and committee members of the Policy Sector.
• Reconcile budgetary reports produced by Finance with program records.
• Financial tracking of program contribution and expenditures.
• Facilitate cross-divisional coordination of travel and plans.
• Assist in coordinating internal meetings and off-sites, as requested.
• Maintain and schedule appointments and diaries for the Sector staff.
• Communicate in writing with other AFN departments as required.
• Coordinate the distribution of internal and external correspondence from Sector.
• Serve as a point of contact for external constituencies on matters pertaining to the Director.
• Communicate directly through emails and telephone on behalf of the Director, with government representatives, Chiefs, First Nations and all other contacts, on matters related to Director's programmatic initiatives.
• Assist the Director with the planning of the Sector’s Chiefs Committees, Technical Committees, and/or Working Groups.
• Provide assistance at the Chiefs-in-Assembly (Annual General Assembly and Special Chiefs Assembly) meetings held twice annually in July in different locations and December in the Ottawa area, as required.
• Conduct other duties as assigned by the Director.

Benefits

• Employer-Paid Health Benefit Premiums – Comprehensive health, dental, and vision coverage for you and your family, with premiums fully paid by AFN.
• Generous Pension Matching – A competitive pension plan with significant employer contributions to help you build your future.
• Ample Vacation, Sick, and Personal Days – Generous vacation entitlements, paid sick leave, and personal days, plus additional non-legislative time off throughout the year.
• Professional Development Support – Coverage for courses, certifications, and training to help you grow your skills and advance your career.
• Wellness Funds – Annual funds you can use towards fitness, mental health supports, or other wellness-related expenses.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED