Under the general direction and immediate supervision of the Director of Social and Cultural Development, the Administrative Assistant provides all administrative support to the Department and Cree Nation Youth Council, in the administration and management of specific programs and projects, events and activities. The Administrative Assistant is also responsible to prepare, maintain, and distribute a variety of documentation pertaining to the department.
Review, redirect, process and facilitate incoming and outgoing regular and electronic correspondence and paperwork in order to provide prompt and appropriate action with respect to inquiries, concerns and issues.
Prepare, input, edit and proofread correspondence, presentations, brochures, publications, reports.
Schedule and confirm appointments and meetings for the Director and the CNYC.
Ensure that all documentation is prepared and available in advance of meetings.
Attend when required, administer and coordinate various meetings such as setting up appointments, preparing meeting notices, and recording the minutes of meetings, ensuring the meeting room is clean (e.g., staff meetings).
Arrange travel schedule and make reservations for the Director and CNYC.
Maintain a proper file/document management system, so that that information can be retrieved in a timely fashion.
Organize and maintain program files including related documents (agreements, contracts, invoices, reports, other), databases, and mailing lists.
Notify the Director when contracts/agreements are set to expire and reports are due.
Perform basic accounting functions, including the completion of expense reports.
Act as a representative of the department. Welcome guests and answer and/or coordinate responses to all administrative inquiries.
Assist in organizing the activities with respect to evaluations and the measurement of results, targets for programs and services delivered.
In collaboration with the CNG Communications Advisor, plan and design youth related communications tools, newsletters and posters.
Ensure that all programs, projects, events and activities are within budget allocations and that proper spending authorizations are respected and adhered to.
Verify that an adequate inventory of office supplies is available and order supplies as required.
Perform other related tasks as requested by the Director and CNYC.