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.
- Coordinate calendars and manage time schedules for meetings and events.
- 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 Band Manager, 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)
Compensation: Competitive wage (optional pension and Benefits after 3 months)
Closing Date: August 8, 2026, 4:00 pm (position to start as soon as possible)
Please submit your cover letter, resume, and 3 references to:
Lavina Hunt, Acting Senior Administrator
99 Tsakis
P.O. Box 1440,
Port Hardy, B.C.
VON 2P0