Department: Health & Wellness
Classification: CA- 4
Status: Regular Full-Time
Reporting Relationship
The Administrative Assistant reports directly to the Manager of Family Services and provides high-level administrative support to the Manager of Family Services.
Position Summary
This role requires a person who is highly organized, detail-oriented, and capable of managing multiple tasks simultaneously. The Administrative Assistant will work closely with the Manager of Family Services to support the Vision of the M’Chigeeng First Nation Health and Wellness Department.
Essential Functions
- Participate in monthly supervision with the Manager of Family Services.
- Provide comprehensive administrative support to the Manager of Family Services including managing schedules, preparing draft correspondence, and handling confidential information.
- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items in collaboration with the Manager of Family Services.
- Serve as a primary point of contact for internal and external communications, including liaising with staff, community members, and stakeholders and providing briefings to the Manager of Family Services. Executes follow up once reviewed and approved by the Manager of Family Services.
- Assist in the coordination, planning, execution, and monitoring of program projects and initiatives in collaboration with the Manager of Family Services.
- Maintain and organize minutes, professional correspondence, program documents, reports, and records.
- Assist in the development, coordination, planning and execution of program events and activities on behalf of the Manager of Family Services.
- Oversee office operations, including ordering supplies, managing equipment, and ensuring a productive work environment with the Manager of Family Services.
- Answer, screen, and route telephone calls for the Manager of Family Services.
- Prepare professional and confidential correspondence, memos and documents.
- Coordinate and organize logistics for meetings, schedule and document dates of meetings, and record notes during meetings, circulate meeting minutes once approved.
- Attend internal, local, regional and provincial meetings with the Manager of Family Services and assist with preparing meeting agendas and other documentation required for meetings.
- Coordinate and organize travel, accommodation, meeting space, food and other supplies for meetings.
- Prepare and maintain a task list for the Manager of Family Services.
- Liaise with the Manager of Family Services, to develop meeting agendas, prepare reports and obtain material for the Director of Health and Wellness, Political Office, Council Portfolio Holders, Chief and Council and Government agencies.
- Maintain an effective filing system for the Manager of Family Services.
- This position requires travel both locally and regionally to accompany the Manager of Family Services.
- Implement financial processes in the performance of duties such as purchase orders, cheque requisitions, requests for payments, etc.
- In collaboration with the Manager of Family Services, coordinate and prepare presentation material for meetings and special events.
- Ensure confidentiality and safekeeping of all program documents and records.
- Develop and maintain accurate, up-to-date and concise work files.
- Maintains confidentiality and ensures the privacy of children, youth and families involved with the Health and Wellness Department.
- Completes time sheets, mileage reports, cheque requisitions, purchase orders and ensures that they are completed based on service and financial policies.
- Ensures that all serious incidents and or risk and liability incidents concerning children, youth and families are documented, communicated and reviewed with the Manager of Family Services.
- Maintains clear communication and initiatives debriefing opportunities with direct supervisor when required and needed.
- Assists and participates in Community events both on and off the First Nation when required and needed.
- Coordinating and completion of timesheets for the Family Resource Department.
Professional Accountability and Development:
- Implements and adheres to relevant best practices, policies and procedures in a professional manner.
- Ensures an inclusive, friendly and safe environment that is supportive of all visitors and participants accessing programs and services.
- Serves as a community role model while at work and away from the office.
- Attends training opportunities which will enhance professional competence and to keep current on the changing needs of the position and program.
- Continuously strives to improve operations and streamline work processes.
- Experience working with various office systems and equipment.
- Knowledge of the M’Chigeeng First Nation, programs and services.
- Proficient computer skills.
- Excellent written, verbal, communication and presentation skills.
- Ability to accurately and efficiently record and develop meeting minutes.
- Ability to develop high level professional documents.
- Ability to manage multiple priorities and work in a fast-paced environment
- Ability to demonstrate a high level of initiative.
- Ability to work independently and within a team environment.
- Ability to meet deadlines and work flexible hours.
- Strong interpersonal skills and the ability to work effectively with diverse groups.
- Experience with social media management and digital communications.
- Knowledge of M’Chigeeng First Nation customs, culture, and traditions.
- Knowledge of M’Chigeeng First Nation programs and services.
- Exceptional skills in advocacy and public speaking.
- Ability to work effectively under pressure and in stressful situations.
- Able to work collaboratively with staff, community members, Administration and Chief and Council.
- Ability to maintain the appropriate safeguards for the confidentiality of M’Chigeeng First Nation’s information.
- Excellent administration skills required.
- Excellent organizational skills and time management.
- Excellent analytical and problem-solving skills.
Qualifications and Requirements
Preferred:
- College Diploma in Administration
- Minimum of Five (5) years of experience in an administrative or executive role, preferably in a First Nation Community, Organization or the social services sector.
Minimum:
- High School – Grade 12
- Minimum of Two (2) years of experience in an administrative or executive role, preferably in a First Nation Community, Organization or the social services sector.
Vulnerable Sector Screening (VSS) requirement must be 30-days current and must be an original
Vulnerable Sector Screening (VSS) Rationale: M’Chigeeng First Nation and its agents are in a position of trust in services to band member children and/or vulnerable adults, so a safe and secure working environment is mandatory. Applicants must provide a VSS clear and/or dated of any convictions relating to sexual interference, sexual assault or related charges. The VSS must be current 30-days and must be an original.
Interested applicants must submit COVER LETTER, RESUME, THREE (3) CURRENT REFERENCES (2 Work-Related references from a direct supervisor/manager references that will be contacted upon a successful interview and 1 Character Reference) and education certifications to:
Application Deadline: August 22nd, 2025
APPLY HERE
Administration Assistant
[email protected]
c/o Human Resources
P.O. Box 333 M’CHIGEENG, ON P0P 1G0 (Fax 705-377-4980)
LATE OR INCOMPLETE applications will not be considered. Preference will be given to Anishinabek people.
For Job Description, please contact Human Resources [email protected]
