Job Description

RFP 26-002 - Administrative Assistant
Requisition ID
54972
Location: CHQ (100% On Site)
The Administrative Assistant provides comprehensive clerical and administrative support to a Supervisor and department, handling a wide range of routine and highly confidential information. This role requires a high degree of discretion, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment.
The incumbent will produce, process, and coordinate correspondence and documentation related to budgets, human resources, labour relations, negotiations, executive communications, and general administration. Clients include external organizations (government agencies and corporate entities) as well as internal stakeholders such as Executive Leadership, the Board of Directors, and line management.
Key Responsibilities
Correspondence & Documentation
Compose, prepare, and process routine and non-routine correspondence on a broad range of confidential and non-confidential subject matter.
Draft reports, submissions, briefing materials, statistical data, HR-related documentation (disciplinary actions, performance appraisals, salary reviews), and materials related to negotiations and bargaining.
Sign and distribute routine administrative correspondence, including meeting notices, agendas, instructions, and cover memoranda.
Research files and records to obtain relevant information to support correspondence and documentation.
Prepare all materials for typing, reproduction, and distribution, maintaining responsibility for the accuracy and quality of final outputs.
Office Technology & Equipment
Operate and maintain proficiency in personal computers and related software applications, including word processing, telecommunications tools, printers, photocopiers, and fax machines.
Perform minor routine maintenance on office equipment as required.
Provide training and guidance to others on the operation of office equipment and applications when necessary.
Meeting Coordination
Arrange and coordinate meetings as requested, including preparation of agendas, securing meeting rooms, issuing notices, and arranging audio-visual equipment.
Attend meetings to provide administrative support or act as recording secretary when required.
Collect agenda items from stakeholders and assist in developing meeting agendas.
Ensure required participants are available, quorum requirements are met, and alternative arrangements are made when necessary.
Prepare handouts, presentations, and visual materials to support meetings.
Travel & Logistics
Arrange travel and accommodation for Supervisor and staff in accordance with corporate travel policies.
Obtain required approvals for out-of-province and out-of-country travel.
Mail & Email Processing
Receive, open, sort, log, and distribute incoming correspondence, including confidential material.
Monitor and manage electronic mail on behalf of the Supervisor.
Assess correspondence to determine priority, redirect where appropriate, and highlight key issues for Supervisor attention.
Assemble background materials, records, and reference documents to support responses.
Process and log outgoing correspondence and maintain distribution lists.
Time & Priority Management
Assist the Supervisor in setting priorities and managing schedules, deadlines, and workload.
Maintain follow-up and bring-forward systems to track commitments, actions, and due dates.
Coordinate access to the Supervisor and manage requests from internal and external parties.
Respond to inquiries within delegated authority and confidentiality requirements.
Records & Information Management
Establish and maintain physical and electronic filing systems in compliance with records retention schedules.
Coordinate off-site storage, archiving, or destruction of records in accordance with corporate policies.
Clerical & Administrative Support
Process routine reports, forms, and administrative documentation related to time reporting, expenses, budgets, personnel activities, performance reviews, safety reports, labour relations, and grievances.
Review documentation for accuracy, policy compliance, and completeness.
Compile, summarize, and format information as required for reporting and decision-making.
Perform liaison functions between the Supervisor, staff, and corporate departments to ensure effective communication and continuity of operations.
Miscellaneous Duties
Prepare purchase orders, cheque requisitions, and initiate IT or facilities-related requests.
Coordinate office moves, telephone changes, and computer equipment requests.
Provide backup administrative support within the department during absences or periods of high workload.
Maintain effective follow-up systems and provide status updates to the Supervisor as required.
Qualifications
Minimum of 2 years' experience in an administrative support role.
Exceptional organizational skills and attention to detail.
Strong written and verbal communication skills.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and related applications.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Demonstrated discretion and ability to handle highly confidential information.
Strong problem-solving skills and ability to work independently.
Excellent interpersonal skills and ability to work effectively with all levels of the organization.
Spirit Omega is committed to a diverse and inclusive workplace. We welcome applications from anyone, including members of Indigenous peoples, Women, visible minorities, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities.
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Skills Required