Careers

Additional Information:

Summary

The Administrative Assistant will be responsible for providing comprehensive administrative support unique to the Superintendent’s Office (SO). This includes managing all administrative functions, supporting engagements, and assisting with strategic and governance-related initiatives.  The Administrative Assistant is responsible to carry out MESC’s duties and responsibilities in alignment with the MESC and the Superintendent’s Office strategic plan and/or directives.

As an employee in the organization, the Administrative Assistant will model the intent of the Maskwacîs Declaration on Education and the core values of Wahkohtowin, Iyiniw Mamotohnehickikan, Nehiyaw Pimatisiwin, and Nehiyawewin.

Responsibilities

The Administrative Assistant is responsible to the Executive Coordinator.

The Administrative Assistant's duties include but are not limited to:

• General Administration Support

1. Prepare, edit and format documents, reports and correspondence for the Superintendent’s Office team as requested.
2. Organize and maintain filing systems, both physical and digital (e.g, Google Drive).
3. Review, sort and distribute all incoming and outgoing mail.
4. Draft and distribute notices, agendas, and other meeting materials.
5. Take, transcribe and circulate minutes for meetings as required. 
6. Coordinate meeting logistics, including room bookings, hospitality, technology set-up, catering, and follow-up, for administrative and governance groups as assigned.  
7. Maintain an inventory of office supplies, resources, equipment and promotional materials.
8. Prepare and process invoices and purchase orders in accordance with organizational procedures. 
9. Track credit card charges, collect receipts and maintain accurate expense records.  
10. Act as the first point of contact for the Superintendent’s Office by professionally responding to calls, emails and in-person inquiries.
11. Arrange travel and professional development logistics as assigned.
12. Follow up on incomplete documents or request further information.
13. Provide backup support to the central office reception as needed.
14. Assist with the planning and execution of engagement sessions and events.
15. Support the implementation and monitoring of the operational and strategic plans.
16. Provide administrative support for governance groups and projects as assigned. 
17. Maintain accurate records of reports, motions, decisions and ongoing initiatives. 
18. Assist Executive Coordinator upon request.

Qualifications 

• A high school diploma is required.
• College diploma in business administration, office administration, and/or relevant experience.
• Two (2) to three (3) years of experience as an administrative assistant is preferred.
• Previous experience handling confidential or sensitive information; knowledge of applicable data privacy laws.

Working Conditions

• Busy office setting.
• Manual dexterity is required to use desktop computers and peripherals.
• Interacting with the public at large.
• Sitting for long periods.
• Repetitive work.
• Overtime and travel may be required.

Knowledge and Skills

• Supports culturally responsive administration; proficiency in the Cree language is a strong asset.
• Communicates effectively and professionally in written and verbal formats, adapting tone and content to audience and context.
• Organizes and manages workflows independently, with consistency and attention to established policies and timelines.
• Demonstrates initiative by anticipating needs, identifying problems, and proposing proactive solutions.
• Maintains a high standard of professionalism and discretion when interacting with staff, leadership, Elders, and Maskwacisak.
• High degree of resourcefulness, flexibility, and adaptability.
• Applies critical thinking and analysis to support planning, governance documentation, and problem resolution.
• Delivers accurate, results-driven work with close attention to detail and quality standards.
• Uses technology effectively, including office productivity tools, digital filing systems, shared drives (e.g., Google Workspace),  communications platforms and project management softwares.
• Able to write and format moderately complex correspondence, including memos, letters, etc.
• Excellent writing skills, including proper spelling, grammar, and punctuation.
• Prioritizes tasks and manages time effectively in a fast-paced environment, shifting priorities with minimal supervision.
• Exercises sound judgment and discretion in support of strategic, operational, and governance-related decisions.
• A professional, responsive, and positive work attitude is essential.
• Knowledge of supplies, equipment, and services ordering and inventory control of these items.
• Ability to manage digital and physical information systems, ensuring accessibility, accuracy, and confidentiality.
• Strong telephone manners and interpersonal skills.
• Building and maintaining positive relationships with rights holders and stakeholders, fostering trust and collaboration.
• Exhibits strong ethical standards, respects confidentiality, and maintains privacy in handling sensitive information.

Positions under this category:

• Administrative Assistant
• Executive Assistant
• Clerk
• Receptionist