Job Summary

This position provides professional, confidential and administrative executive coordinator support to the Director of the Indigenous Initiatives Department. Coordinates the work of students and interns to ensure consistent and efficient delivery of administrative services.

Duties & Responsibilities

• Provides executive administrative support to the Director and Department. Acts as the Director’s representative on various work teams/committees.
• Coordinates the work of Department students and interns to ensure consistent and efficient delivery of administrative services.
• Prepares and maintains all Indigenous Initiatives records, project information and other related files.
• Responds to requests from internal and external stakeholders, Indigenous people, communities and organizations by researching and retrieving information and files, using various research tools.
• Coordinates all administrative aspects of the Director’s office including scheduling appointments, meetings, filing, processing mail, procurement, submissions and invoice tracking, and email and task assignment for internal and external stakeholders.
• Prepares, edits and circulates a variety of correspondence, including those of a confidential nature, on behalf of the Director and senior staff.
• Prepares and distributes agendas and materials for designated management and committee meetings. Records meeting summaries and provides administrative support to meetings of confidential nature.
• Monitors the records management process to ensure that document filing complies with the corporate standard.
• Reviews, screens and expedites telephone, written and in-person enquiries and determines appropriate action.
• Assists in planning and coordinating engagement meetings and special events for the Department.
• Handles special event errands.
• Maintains an updated contact list of internal and external stakeholders and Indigenous communities,organizations and key contacts.
• Monitors the Indigenous Initiatives SharePoint site regularly and as required,revises it to keep it current. Reviews the department’s emails regularly and processes them appropriately.
• Provides support within Indigenous Initiatives by attending community engagements,events and representing the organization.
• Provides administrative support to Reconciliation Saskatoon.
• Establishes and maintains effective working relationships with Elders,Knowledge Keepers and residential school and day school survivors.
• Performs proper protocol for engaging Elders,Knowledge Keepers and survivors.
• Oversees office supplies and services,including restocking supplies or creating important office forms.
• Supports budgeting services.
• Performs a variety of confidential administrative and support duties,as required.
• Performs other related duties as required. 

Qualifications

• Graduation from a post-secondary business college
• Typing speed of 55 w.p.m.
• One to three years related experience in secretarial work and general office procedures.
• Demonstrated ability in supervising and/or coordinating the work of others
• Ability to deal with sensitive information in a confidential manner.
• Ability to maintain the corporate filing system.
• Ability to deal tactfully and effectively with the public and other civic staff.
• Ability to communicate effectively, orally and in writing including compiling and coordinating information to compose correspondence and reports.
• Ability to work with minimal supervision.
• Skill in the operation of office equipment, including Microsoft Office software.
• Knowledge and understanding of Indigenous traditions, cultures, protocols and history.
• Possession of a valid Saskatchewan Class 5 Driver’s License and a vehicle suitable and available for use in the performance of the assigned duties would be considered an asset. 
• Ability to speak Indigenous language would be considered an asset.