Administrative Assistant - Consultation

Location: 11738 Kingsway Avenue NW, Edmonton, AB T5G 0X5

Closing Date: April 14, 2025, or Until Suitable Candidate Found

Position Status: Full-time (40 hours/week), Permanent

The Otipemisiwak Métis Government is recruiting for a full-time Administrative Assistant. Reporting to the Director of Consultation and working closely with the Executive Assistant to the Director of Consultation (EA), this position will provide administrative support to the Consultation department and external stakeholders, ensuring smooth day-to-day operations. The successful candidate will be responsible for preparing materials, assisting with logistics and planning, responding to inquiries, and being a helpful and positive presence in the workplace. The Administrative Assistant will be required to take direction and work intuitively to support the completion of department goals and objectives in a professional and culturally appropriate manner.

Key Responsibilities

• Collaborate with the Director of Consultation and the EA to ensure that administrative and clerical tasks support the department in a timely and efficient manner.
• Respond to inquiries in a professional, friendly, and supportive manner.
• Operate office equipment such as computers, photocopiers, phone systems and scanning equipment.
• Assist with administrative tasks related to supporting the Elected Officials of the Otipemisiwak Métis Government, as required.
• Coordinate department team travel, including making hotel reservations and transportation bookings.
• Support with planning, organizing, coordinating, and implementing various operational programs and events.
• Assist with scheduling, preparation, set-up, and take-down of in person and virtual meetings and conferences, including venue bookings, arranging catering, and setting up audio-visual equipment.
• Assist in the research and compilation of data for various reports, projects, and briefing notes.
• Draft internal and external correspondence including, but not limited to, meeting agendas, legal documents, letters, reports, briefings, and meeting minutes.
• Review documents, reports, invoices, and correspondence prepared for Executive signatures, and edit and distribute them as directed.
• Perform clerical functions such as preparing correspondence, arranging conference calls, and scheduling meetings.
• Answer incoming phone calls and telephone inquiries with tact and professionalism.
• Support logistical coordination and procurement of materials and supplies for meetings, events, and general office use.
• Follow finance management procedures for processing purchase orders (PO's), creating cheque requisitions, and processing expense claims.
• Develop and maintain relationships with internal and external stakeholders including, but not limited to, the Executive Department, management, employees, and Otipemisiwak Métis Government citizens.
• Assist with administration of Otipemisiwak Métis Government events & programs.
• Present a positive and professional image of the organization when interacting with employees, citizens, visitors, and other external stakeholders.
• Other duties as required or assigned.

Skills & Competencies

• Strong computer skills with an aptitude for using new software.
• Proficient in Microsoft Office programs (including Word, Excel, and SharePoint).
• Strong interpersonal skills and ability to establish strong working relationships.
• Ability to maintain filing systems, databases, and tracking processes.
• Superior written and verbal communication skills, including professional email etiquette.
• Ability to produce professional documents, reports, and presentations.
• Flexible and adaptable to work in a diverse and fast paced environment.
• Ability to work independently as well as part of a team.
• Recognized strength in supporting teams and providing administrative and clerical support to add to organizational capacity.
• Ability to take initiative and be innovative in improving office and administrative procedures.
• Strong sense of ethics and the ability to maintain a high level of confidentiality in all interactions.
• Political and cultural sensitivity.
• Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth understanding of the MNA and Métis culture, people, and values is an asset.

Qualifications

• Administrative certificate/diploma or education in a related field is an asset. Other relevant training and experience is considered valid.
• Minimum of two years of experience in a similar administrative or receptionist role, preferably within a government, non-profit, or Indigenous organization.
• Minimum two years of customer service experience required.

Other Requirements

• Ability to work regular office hours of Monday to Friday, 8:30am to 4:30pm, as well as occasional evenings and weekends.
• Ability to work in-office in Edmonton, Alberta.
• Ability to travel throughout Alberta, if given notice.
• Must have a valid Class 5 driver's license and an operational vehicle.

What We Offer

• An opportunity to work for Otipemisiwak Métis Government under its newly ratified Constitution and be an instrumental part of the largest Indigenous Government in Canada as it rapidly grows and develops.
• An opportunity to learn about Métis culture, history, and art.
• Meaningful work in a fun and supportive work environment.
• Training and professional development opportunities.
• A comprehensive benefit package and employer contributions to Pension Plan.
• Generous time off policies.

Métis applicants are encouraged to apply.

Apply online at .

The Otipemisiwak Métis Government thanks all applicants for their interest. Only applicants selected for an interview will be contacted. Please note that candidates who have been selected to move forward to the next stage of the recruitment process will receive an email to complete a short online one-way video interview. Should you have any concerns with completing the video interview, please reach out to Human Resources by responding to the email invitation. No phone calls please.