Administrative Assistant – Event Planning

As an employee of Treaty 8 Urban Child & Family Services, the Administrative Assistant will provide administrative support and professional assistance to the Executive Director in the daily operations of the urban office. This position will also require some experience in event planning. The Administrative Assistant reports directly to the Executive Director to ensure the efficient and effective administration of the organization’s programs and services and the daily operations of the office.

Roles and Responsibilities

DUTIES ADMINISTRATIVE:

• Provide direct support to the Executive Director. on all administrative and operational matters of the office including program delivery
• Handling and assisting with document distribution and other administrative projects and responsibilities.
• Prepare and submit timely reports and updates for programs.
• Assist in the preparation of business meetings, projects, business initiatives, off-site team activities, and event planning.
• Assist in addressing issues of a highly confidential nature in a professional and discrete manner.
• Assist in the development of administrative processes and suggest ideas on an on-going basis.
• Maintain a daily planner to arrange meetings, appointments and provide reminders.
• Take minutes and accurately enter data for meetings.
• Perform administrative duties such as filing, typing, copying, binding, scanning, etc.
• Develop and carry out an efficient documentation and filing system.
• Complete operational requirements and projects by scheduling and assigning duties to staff for earlier results.
• Answer incoming calls on a required basis.
• Perform other duties as required.

DUTIES: EVENT PLANNING

• Establish relationships with event venues and vendors.
• Reserving event space for the date requested for the event.
• Organize any planning meetings.
• Create a workplan to include schedules for staff for the event.
• Communicate with supervisor during every step of the process for any changes.
• Plan for catering requirements
• Manage and create posters required for the event.
• Manage a registration process for the event.
• Assist in the preparation of documents.
• Prepare a budget for the event.
• Order supplies required for the event.
• Contact facilitators if required.
• Create any payment schedules and cheque requisitions required for the event.

KNOWLEDGE AND SKILLS:

• Ability to work independently and as part of a team.
• Ability to complete a high volume of work within deadlines.
• Ability to delegate staff.
• Excellent organizational and time management skills
• Excellent interpersonal, oral, and written communication skills
• Good problem-solving skills
• Experience writing and delivering communications to other departments.
• Ability to work with little supervision and the ability to take initiative.
• Strong attention to detail
• Discrete and confidential
• Computer proficiency in using MS Office Suite, Google applications and software systems as well as Data Base Management.
• Experience working with the Indigenous Peoples of Treaty 8.
• Experience with and have direct knowledge of the political and social issues facing Treaty 8 Members.
• Understand the Treaty 8 First Nations Children’s Agenda Model – Practice Standards, Child First Initiatives, the Child Youth Family Enhancement Act, employment, and human rights legislation.

QUALIFICATIONS AND EXPERIENCE

• Minimum post-secondary office administration diploma
• Valid Class 5 Driver’s License and reliable transportation.
• Three references (at least one reference from previous employer)
• A minimum 5 years of administrative experience in a fast-paced environment and event planning experience.
• Satisfactory Criminal Record Check including Vulnerable Sector and Child Intervention (Welfare Check – current within three months
• Working knowledge and experience with Microsoft Office Suite, including Office, Excel, Power Point, Outlook and Data base.
• Knowledge & understanding of Treaty 8 First Nations community, culture and language will be an asset

Preferential hiring of qualified candidates will be considered to persons of Indigenous ancestry, particularly.
Closing Date: Until a suitable candidate is found.
Interested applicants can submit a cover letter and resume, 2 references to:
hr@treaty8ucfs.ca
Phone Number: 780 784-3663
WE THANK YOU FOR YOUR INTEREST!