Administrative Support

Assembly of First Nations • Ottawa, ON

3d • Hybrid

About The Position

The Administrative Support role reports to the Director, Health and is responsible for assisting in the development, coordination, and overall administrative management of the sector’s operations. This includes providing logistical, clerical, and communication support to ensure the efficient functioning of the office and its programs.

Requirements

• Successful completion of secondary school and/or a certificate in administrative studies, or an equivalent combination of education and 2+ years of relevant administrative experience.
• Advanced knowledge and skills in administrative functions and office systems.
• Excellent interpersonal, verbal, and written communication skills.
• Strong organizational and time management abilities with the capacity to multi-task and prioritize.
• High attention to detail and ability to manage and synthesize large amounts of information.
• Flexible, adaptable, and team oriented.
• Strong customer service orientation.
• Proficiency in English is required.
• Ability to exercise sound judgment and resolve problems efficiently.
• Demonstrated experience planning and supporting large-scale meetings and events.
• Knowledge of First Nations issues, values, and culture.
• Understanding of financial management fundamentals and administrative systems.

Nice To Haves

• Proficiency in French or a First Nations language is considered an asset.
• Familiarity with AFN’s vision, structure, and advocacy work is an asset.

Responsibilities

• Perform general office and clerical duties including data collection, storage, and processing for the effective operation of the sector.
• Organize and maintain electronic and physical files, records, and databases.
• Make travel arrangements for staff and external stakeholders, including booking flights, hotels, and car rentals.
• Coordinate meetings and events by preparing meeting packages, assembling materials, photocopying, and booking venues.
• Monitor and manage administrative and financial tasks related to meetings and workshops in line with AFN policies and procedures.
• Maintain accounting records and assist with budget tracking and reconciliation.
• File, classify, and organize incoming correspondence, reports, and reference materials.
• Assist with research tasks as needed for projects or programs.
• Draft routine correspondence and use mail merge tools as needed.
• Type and proofread minutes, meeting summaries, reports, and other documents.
• Open, sort, and route incoming mail and correspondence.
• Prepare and process cheque requisitions, purchase orders, and travel claims.
• Reconcile financial records with finance-generated reports.
• Track expenditures against program budgets.
• Attend and contribute to regular team meetings.
• Assist in the coordination of internal meetings, appointments, and off-site activities.
• Maintain calendars and schedules for sector staff.
• Participate in cross-sectoral meetings and organization-wide activities.
• Represent the sector in meetings with other departments, external agencies, and stakeholders as required.
• Draft and coordinate internal communications with other AFN departments.
• Support the Director in the distribution of internal and external communications.
• Act as a point of contact for external stakeholders on matters related to the Director’s initiatives.
• Communicate professionally via email and phone on behalf of the Director.
• Assist with planning and logistics for external committees, working groups, or events.
• Provide administrative support at major AFN assemblies, such as the Annual General Assembly and Special Chiefs Assembly, as requested.
• Comply with AFN policies and procedures.
• Perform 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
• Number of Employees: 101-250 employees