Administrative Assistant

The Administrative Assistant will provide assistance and administrative support to the Executive Assistant and other senior KIDO management, including the KIDO Assistant Directors and Senior Government Relations Representative. This is a very important role and requires organizing ongoing communication between various positions and departments within KIDO, and also with external stakeholders and partners of KI.  The tasks of the Administrative Assistant will include drafting meeting minutes, providing executive summaries of reports, printing materials, and coordinating meeting logistics for in-person, virtual or hybrid sessions. Communication will be integral to this role and the ability to speak/read in both English and Anishininiimowin, the language of KI, will be required.  This position will report and be responsible to the Executive Assistant.

‍

• Must approach all their work based on love and compassion; and remain professional and set aside personal issues, keeping an open mind and not being judgmental.
• To preform duties in a timely manner and keep up in a fast-paced working environment.
• Follow and understand the duties in KIDO and the MDK policy.
• Participate in training on an on-going basis and complete training required under KIDO.
• Answer and relay telephone and website inquires.
• Host guests and visitors in a courteous manner while in the reception area of the office.
• To adequately manage and forward incoming and outgoing hard copy correspondence.
• To assist with preparation of Case Review and Case Management meeting documents.
• To make bookings for boardroom(s) for meetings and training purposes.
• To provide administrative support to employees in conjunction with the Executive Assistant and Office Manager.
• To monitor the employee attendance reports during regular work hours.
• To assist in the preparation of travel and accommodation arrangement for front-line employees.
• To prepare a calendar of weekly and monthly meetings, with electronic notice to employees.
• To maintain confidentiality while carrying out tasks, and sign an Oath of Confidentiality.
• To travel to attend meetings and events as assigned.
• Hours of work will be during regular KIDO office hours, but will require flexibility for meetings and events of KIDO and emergencies that requires the KIDO Director and other senior KIDO staff presence.
• Other duties as assigned by the Executive Assistant.

• Attainment of either a high school or a combination of education and work experience resulting in similar skill is preferred.
• A minimum of five (5) years ‘experience in a front-line non-profit office setting is required.
• Must be personable, professional, and reliable for attendance to work.
• An ability to type up a thirty (30) words per minute is required.
• Must have excellent verbal and written communication skills in English and a good verbal command of Anishininiimowin language.
• Must be able to proofread correspondence, documentation, and make corrections where required.
• Must be able to take meeting minutes and executive summaries; and prepare in a timely manner.
• Must understand the basics of a filing system.
• Must possess good knowledge and expertise of Microsoft Excel, Word, and Outlook.
• Must be able to work in a team setting and to multi-task when required.
• Have an interest in learning new skills and upgrading educational level, for which on the job training will be provided in order to better serve to dibenjikewin, awaashish and oshkaadiz of KI.
• Working knowledge of KIDO and the MDK Service Model.
• Preference given to those that have experience and understanding of the history of KI, including the traditional culture and the impacts colonization has had on the community; but anyone without this will receive required training and a textbook on the community will be provided.
• Must carry out KIDO principles, mission, and values.
• Professional integrity and ability to maintain confidentiality are essential.
• Ability to manage time of assigned duties and work flexible hours is essential.
• A valid driver’s license is mandatory.
• Ability to travel is a definite asset. (KI, Sioux Lookout, Thunder Bay and other meeting locations)
• Must submit clean Criminal Records and Vulnerable Sector Checks.