008 - Office Administrator

Métis Nation of Ontario•Ottawa, ON

1d•Onsite

About The Position

The Office Administrator is the lead administrative position responsible for overseeing and coordinating the daily operations of the Head Office. This role provides high-level administrative, operational, and coordination support to Senior Leadership, MNO branches, and external partners to ensure efficient, compliant, and uninterrupted business operations. The Office Administrator serves as the central point of contact for office administration, executive coordination, on-site vendor and facilities support, health and safety administration, and internal communications. This position requires a high level of discretion, organization, accountability, and operational leadership to sustain a professional, well-governed, and productive office environment. The incumbent works closely with internal teams and external stakeholders to support organizational priorities, strengthen operational efficiency, and ensure administrative systems, workflows, and standards remain aligned with organizational policies and provincial legislation.

Requirements

Minimum of 2-3 years of experience in office administration/comparable client services role demonstrated growth and potential to fulfill the role.
Highschool (Grade 12) + 1 year Certificate program
Demonstrated problem-solving, time management and analytical skills to prioritize workload pressures and deadlines.
Strong desire to act in the service of Métis Citizens, to advance and uphold rights and culture.
Significant knowledge of Métis and/or Indigenous policy issues and principles or a demonstrated ability to quickly acquire knowledge.
A high degree of technology literacy and proficiency in standard office equipment; Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
Good communications skills, both written and verbal.
High expectation for detail-orientation and confidentiality.
Good coordination, time management and organizational skills.
Strong interpersonal skills and a high degree of self awareness and professionalism.
Ability to work well under pressure and meet set deadlines while maintaining a high level of accuracy
Strong leadership skills
Knowledge of office management processes, financial principles, and compliance requirements.
Able to maintain filing systems and basic databases. Meticulous records maintenance skills.
Superior telephone manners and strong interpersonal skills.Strong customer service orientation.

Nice To Haves

Customer service orientation experience an asset.

Responsibilities

Oversee day-to-day head office administration and executive office operations, serving as the primary point of contact for executive scheduling, meeting coordination, and cross-departmental administrative workflows to ensure seamless business continuity.
Provide high-level administrative support to Executive Assistants and Senior Management, including preparing correspondence, reports, presentations, and confidential documentation as required.
Support vendor management by coordinating service delivery, assisting with pricing negotiations, and monitoring contract performance to ensure cost control and uninterrupted operations.
Maintain office databases, digital records, and document control systems to ensure accuracy, security, and accessibility of administrative data and office assets.
Manage office supply ordering, inventory tracking, and shipping logistics, and collaborate with the MNO facilities team to sustain consistent workplace functionality.
Identify opportunities to improve administrative processes and implement workflow enhancements to elevate efficiency, productivity, and reception operations.
Create, update, and enforce office administrative SOPs and controls to promote consistency, accountability, and organizational compliance.
Support the Joint Health and Safety Committee (JHSC) by maintaining safety documentation, emergency procedures, training records, and compliance with regulatory requirements.
Lead coordination for internal office events, executive meetings, and travel arrangements, including logistics planning, room bookings, equipment setup, and vendor engagement.
Arrange and manage the main boardroom and off-site meeting spaces, ensuring proper setup, audiovisual support, materials preparation, refreshments, and post-meeting follow-up.
Act as a frontline representative by responding to phone, email, mail, and in-person inquiries from clients, partners, leadership, and staff with professionalism and consistency.
Liaise with multiple branches to support information sharing, activity coordination, and operational alignment across locations.
Organize, maintain, and secure physical and digital office files in alignment with privacy requirements, retention policies, and organizational standards.
Prepare forms, letters, memos, and reports, and assist with compiling data for operational, financial, and compliance reporting.
Support reception and administrative functions to ensure high-quality service delivery, efficient workflows, and consistent front-of-house operational standards. Promotes the values of the organization within the workplace and in the community by demonstrating positive and professional relationships with others (employees, citizens, council, volunteers, advocates, etc.)
Reports all unsafe conditions, hazards or practices, accidents and incidents in accordance with the Occupational Health and Safety Act and adheres to all Health and Safety requirements within the MNO’s policies and procedures and provincial legislation.
Performs other job/branch-related duties as required.

Benefits

4% Vacation pay
Pension plan
Annual paid two-week holiday closure in December
16 paid public and employer holidays
15 paid health & wellness days
Challenging, multi-disciplinary work environment that fosters learning and professional development
Substantial educational incentive to promote personal and professional growth
An opportunity to make a direct or indirect impact on the lives of the Métis Peoples across the Province
Employee Assistance Plan
Telemedicine plan
Goodlife corporate membership discount
Bell Mobility's exclusive partner program
Staple's corporate discount
Dell member purchase program
Mark's corporate discount