Summary:The Office Assistant is tasked with ensuring efficient and organized office operations by managing a variety of administrative and clerical duties. This role involves preparing reports and documents, coordinating travel and calendar arrangements for team members, handling data entry and database updates, managing office supplies and greet and assisting visitors.The Office Assistant also supports communication within the office directing calls and emails, maintaining filing systems, and assisting across departments as needed.This posting will be open for application until November 29th 2024.Key Responsibilities:Administrative Support:Assist in document preparation- create, edit, and format documents such as letters, memos, reports, and presentations, ensuring accuracy and professionalism.Proofreading- Review documents for grammar, spelling, and formatting errors before they are finalizedFormatting- Ensure documentation is formatted correctly and aligns with Nimkee Nupigawagan Healing Centre (NNHC) brandingIdentify, design and format standardized templates for office use, ensuring they align with company policies and the organizations tone.Preparation of Board PackagesData Entry and Record Management:Filing and Record Keeping- Organize both paper and electronic records to maintain an accessible filing system for quick and retrieval and security of important informationArchiving older files securelyScanning documentation and digitizing files, ensuring they are high quality and organised correctlySupporting staff will filing needsMail Handling:Retrieve mail from Post OfficeLog in coming mailOrganize and distribute incoming mail to appropriate staffPrepare and dispatch outgoing letters and packages, managing shipping details and tracking when necessaryReceive and sign for deliveries, notifying recipients or arranging secure storage as required Customer Service:Welcome visitors to the building, providing them with information and assistance.Help visitors with questions and any of their needsEnsure guests sign in and adhere to office security measuresScheduling:Schedule and confirm appointmentsKeep team calendars up-to-date and organisedFind creative ways to remind staff of upcoming events and activitiesSchedule meetings for staff membersArrange travel details such as hotel bookings, transportation, and itinerariesOffice Supply Management:Keep a record of current office supplies, identifying when level are lowRestock office essentials like paper, printer ink, file folders, etc.Find cost-effective options and options that adhere to the office budgetEnsure printers are fully stocked with paper and ink and working properlyCommunication: Answer and route phone callsTake messages and ensure important calls reach the right individuals promptlyRespond to general inquiriesForward emails to appropriate recipients and manage the offices general inboxDraft and distribute internal memos, meeting notices, or event announcementsFollow direction given by supervisorSupporting/Other:Assist in reviewing team documentationHelp coordinate team events, including setup, catering, managing RSVPs, etc.Assist ongoing projects wherever need beActively and positively participate as a member of the NNHC teamProactively look to support staffPerform any other duties as needed by NNHCAdhere to all NNHC procedures, policies, guidelines, and standards of integrity and conductDemonstrate a commitment to all Indigenous people and ways of knowing, being, and doing and incorporate this into your workTake part in traditional Indigenous healing and wellness training, ceremonies and knowledge gatherings