Job Title: Administrative Assistant Indigenous Relations
Job Description
This Administrative Assistant role within Indigenous Relations provides comprehensive operational and coordination support to advance relationship-building and reconciliation initiatives. You will manage calendars and correspondence for senior Indigenous Relations leadership, coordinate meetings with First Nations and internal teams, and ensure accurate tracking of communications, decisions, and action items. The position requires strong organizational and communication skills, cultural awareness, and a high level of discretion when handling confidential and sensitive information.
Responsibilities
- Review and manage two Indigenous Relations mail inboxes daily, forwarding and escalating messages as needed.
- Maintain and update the communication tracker daily, including backdated entries, across multiple projects and engagements with numerous First Nations partners.
- Prepare and format weekly Indigenous Relations reports, sending reminders to staff, consolidating submissions, and editing content for clarity and consistency.
- Capture, organize, and distribute weekly meeting notes, including updates for facilitators, ensuring decisions and action items are clearly documented and followed up.
- Coordinate and attend meetings with First Nations and internal inter-departmental teams, taking detailed notes and tracking decisions and next steps.
- Schedule and coordinate weekly one-on-one meetings between leadership and staff, ensuring agendas and materials are prepared in advance when needed.
- Manage weekly office bookings for the Indigenous Relations Director, including boardroom reservations and workspace coordination.
- Compile and prepare monthly Indigenous Relations reports based on weekly reports, ensuring accuracy, completeness, and timely submission.
- Support preparation of quarterly board reports by sending reminders to staff, collecting inputs, formatting documents, and ensuring alignment with reporting requirements.
- Maintain calendars for the Indigenous Relations Director and senior managers, adjusting schedules proactively and resolving conflicts in a timely manner.
- Schedule and coordinate meetings across multiple departments, collaborating with other Coordinators and Executive Assistants to align availability and logistics.
- Book and manage boardrooms and meeting spaces, including virtual meeting links and required technology or equipment.
- Save final documents from SharePoint into the OWL (online working library), ensuring proper file naming, version control, and consistent folder structures.
- Support onboarding of new employees and contractors by updating and maintaining contact lists, sending notification emails, and coordinating introductory meetings.
- Assist with purchase card applications for the Indigenous Relations team, ensuring accurate completion and submission of required documentation.
- Provide administrative support for events, workshops, and other activities, including logistics, scheduling, communications, and materials preparation.
- Respond to research requests by gathering information, organizing findings, and sharing results with the appropriate stakeholders.
- Maintain storage room inventory, including tracking supplies and ensuring materials are organized and readily accessible.
- Develop, maintain, and improve departmental administrative processes to support efficient operations and consistent documentation practices.
- Prepare, format, and maintain reports, correspondence, and communication records using tools such as Excel, OWL, and SharePoint.
- Handle confidential and sensitive information with discretion, particularly in communications and interactions with First Nations partners, Indigenous Relations staff, and other stakeholders.
- Demonstrate strong judgment and prioritization skills in a fast-paced environment, managing multiple tasks and deadlines while maintaining high attention to detail.
Essential Skills
- Minimum 2+ years of administrative experience, preferably in a role involving coordination, scheduling, and document management.
- Proven file management or database experience, including tools such as SharePoint, OneNote, OneDrive, Outlook, and Excel.
- Excellent written and verbal communication skills, with the ability to prepare clear correspondence, reports, and meeting notes.
- Proficiency with Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Experience using virtual meeting tools to schedule, host, and support online meetings.
- Ability to work effectively from home, including reliable work-from-home capabilities and self-management skills.
- Comfort with repetitive administrative tasks such as correspondence handling, mail processing, and data entry in Excel and other office tools.
- High level of discretion and professionalism when handling confidential and sensitive information.
- Strong judgment and ability to prioritize tasks in a fast-paced environment with multiple competing deadlines.
- Strong attention to detail, with the ability to manage and prioritize multiple tasks while maintaining accuracy.
Additional Skills & Qualifications
- Preferred experience working with First Nations or Indigenous organizations, or in roles supporting Indigenous relations or reconciliation-focused work.
- Prior experience working with OWL (online working library) or similar document repositories.
- Experience within large or complex organizational environments, particularly in Indigenous Relations or related functions.
- Demonstrated cultural awareness and respect in working with diverse communities and stakeholders.
- Ability to collaborate effectively with cross-functional teams, including coordinators, executive assistants, and leadership.
- Strong interpersonal skills, with the ability to build positive working relationships with staff, leadership, and external partners.
Job Type & LocationThis is a Contract position based out of New Westminster, BC.
Pay and BenefitsThe pay range for this position is $24.00 - $25.00/hr.
Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.
Workplace TypeThis is a hybrid position in New Westminster,BC.
À propos d'Aston Carter
Aston Carter fournit des solutions de talent de classe mondiale à des milliers de clients à travers le monde. Spécialisés dans la comptabilité, la finance, les ressources humaines, lacquisition de talents, les achats, la chaine dapprovisionnement, et certaines professions administratives, nous étendons les capacités des entreprises à la pointe de lindustrie. Nous nous appuyons sur notre profonde expertise en matière de recrutement et sur notre vaste réseau pour répondre aux besoins évolutifs de nos clients et de notre communauté de talents avec agilité et excellence. Avec des bureaux aux États-Unis, au Canada, en Asie et en Europe, Aston Carter est au service dun grand nombre dentreprises du classement Fortune 500. Nous sommes fiers davoir remporté la désignation « Prix Platine » dans le cadre des prix Best of Staffing® Client et Talent décernés par ClearlyRated.
Aston Carter est un employeur souscrivant au principe de légalité des chances et accepte toutes les candidatures sans tenir compte de la race, du sexe, de lâge, de la couleur, de la religion, des origines nationales, du statut dancien combattant, dun handicap, de lorientation sexuelle, de lidentité sexuelle, des renseignements génétiques ou de toute autre caractéristique protégée par la loi.
Si vous souhaitez faire une demande daccommodement raisonnable, tel que la modification ou lajustement du processus de demande demploi ou dentrevue à cause dun handicap, veuillez envoyer un courriel à astoncarteraccommodation@astoncarter.com pour connaître dautres options daccommodement.
Ordonnance sur légalité des chances de San Francisco:
Conformément à lOrdonnance sur légalité des chances de San Francisco, pour tous les postes situés dans la ville et le comté de San Francisco, nous examinerons les candidatures des personnes qualifiées ayant un casier judiciaire ou des antécédents criminels.
Utilisation de lintelligence artificielle (IA):
Nous pouvons utiliser lintelligence artificielle (IA) pour soutenir certaines étapes de notre processus dembauche, notamment la recherche, la présélection et lévaluation des candidatures. LIA aide à analyser les candidatures et les qualifications, mais les décisions finales sont prises par notre équipe de recrutement. En soumettant votre candidature, vous reconnaissez et acceptez que celle-ci puisse être examinée à laide doutils dIA.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
