Position Title: Administrative Assistant
Department: Lands and Resources
Reports To: Director of Lands and
Resources
Location: Inuvik, Head Office
Employment Type: Full-Time, Permanent
PURPOSE
Reporting to the Director of Lands and Resources, the Administrative Assistant provides essential administrative, technical, and clerical support to ensure the efficient day-to-day operations of the Department. This role supports communication with stakeholders, coordinates meetings and travel, manages records and documentation, and assists with land use application processing, contributing to the smooth delivery of land and resource management services.
RESPONSIBILITIES
- ·
Provide
comprehensive administrative support, including drafting correspondence,
preparing reports, maintaining files, and managing departmental documents.
- ·
Assist
in planning and coordinating events, meetings, workshops, and community
consultations.
- ·
Act
as the primary contact for Renewable Resource Councils (RRCs) on behalf of the
Gwich’in Lands and Resources.
- ·
Support
application processing by entering data, tracking deadlines, and following up
on outstanding documentation.
- ·
Prepare
invoices for approved land use applications and authorizations and collect
applicable land use fees.
- ·
Perform
general office duties to support the efficient daily operations of the Lands
and Resources team.
- ·
Serve
as a liaison between the department, Gwich’in Participants, contractors, and
external stakeholders.
- ·
Organize
and schedule meetings, record minutes, and monitor follow-up on action items.
- ·
Participate
in technical team meetings and support the enhancement of administrative
systems and land/resource workflows.
- ·
Coordinate
travel arrangements for departmental staff, including booking flights,
accommodations, and local transportation.
- ·
Assist
with procurement activities and manage office supplies.
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Maintain
organized filing and archiving systems for departmental records.
- ·
Keep
accurate databases of land and resource management applications, approvals, and
related documentation.
- ·
Handle
sensitive information with discretion and uphold confidentiality at all times.
- ·
Perform
additional duties as required.
QUALIFICATIONS
- ·
Diploma
or certificate in Office Administration, Business Administration, or a related
field.
- ·
Minimum
of 2–3 years of administrative or clerical experience, preferably in a
government, Indigenous, or land/resource management setting.
- ·
Strong
written and verbal communication skills, with the ability to draft professional
correspondence and meeting documentation.
- ·
Excellent
organizational and time management skills; able to manage multiple priorities
and meet deadlines.
- ·
Proficient
in Microsoft Office (Word, Excel, Outlook, PowerPoint) and comfortable using
databases and digital filing systems.
- ·
Experience
planning and coordinating meetings, workshops, and travel logistics.
- ·
Familiarity
with invoicing, recordkeeping, and fee collection processes.
- ·
Ability
to work collaboratively with community members, staff, contractors, and
external agencies.
- ·
Strong
attention to detail and accuracy in data entry, file management, and document
tracking.
- ·
Professionalism
in handling confidential and sensitive information.
- ·
Knowledge
of the Gwich’in Settlement Area or experience working with Indigenous
communities is an asset.
- ·
Valid
Class 5 driver’s license is an asset.
In
accordance with Section 16(1) of the Canadian Human Rights Act and our
obligations under the Gwich’in Comprehensive Land Claim Agreement (GCLCA),
preference will be given to qualified GCLCA Participants and Indigenous
applicants. We encourage applicants to self-identify in their application if
they wish to be considered under this preference.