The NWT Literacy Council is currently looking for an Administrative Assistant to join our team for a 12-month term contract, from May 2023 to May 2024.

This is what you’ll be responsible for:
The Administrative Assistant is primarily responsible for ensuring the efficiency and effectiveness of
day-to-day operations in the NWT Literacy Council’s head office. In addition, the Administrative
Assistant is responsible for providing timely accurate administrative support to the Executive
Director, Program Director, Board of Directors and staff, as required. As the first point of contact
for the NWT Literary Council, the Administrative Assistant plays a key role in establishing a
positive impression of the organization.

This is the work environment:
This 12-month contract position is a full-time office position, based out of Yellowknife. Normal office hours are Monday to Friday from 8:30 am to 5:00 pm. Some travel may be required.

The NWT Literacy Council is an equal opportunity employer committed to Diversity, Equity and Inclusion and supports an individual’s right to be treated without discrimination during their employment or when applying for employment. We invite and encourage applicants of all backgrounds, genders, races, disability statuses, sexual orientations, cultures, and religions. We will work with all applicants requesting accommodation at any stage of the hiring process.

We offer a competitive employee benefits package, including:

• vacation leave
• sick leave
• Group Benefits
• Training and professional development opportunities

Contract Dates: May 23, 2023 to May 21, 2024

If you are ready to join our team and help us make a difference in the lives of those we
serve, apply before May 5, 2023.
Send your resume and cover letter by email to: kathryn@nwtliteracy.ca

These are some of the duties you will be performing:
1. Meetings & Workshops

• Arranges all logistics for Board, Annual General Meetings, team and other meetings
  including travel, accommodations, catering and other support, as required
• Collates, and distributes Board materials and records and distributes Minutes
• Organizes all logistics including registration, facilities, meeting rooms, supplies, catering,
  travel and accommodation for all workshops, guests and participants
• Provides ongoing administrative support for special events such as International Literacy
  Day, NWT Literacy Week and Family Literacy Day
• Tracks anniversary dates of contracts and business relationships and advises the leadership
  team in a timely manner

2. Office Administration
Correspondence & Documentation

• Drafts, updates and issues annual contract letters including business contracts,
  contribution agreements, staff renewal letters and others, as requested
• Receives, processes, and distributes ingoing and outgoing mail and courier deliveries
• Assembles and mails bi-annual literacy packages
• Distributes the Annual Report on behalf of the Board of Directors
• Arranges for printing and distribution of the organization’s newsletter and the weekly enews to a dedicated list of recipients
• Provides proofreading and comments on various publications and letters
  Memberships
• Maintains up-to-date information in the NWT Literacy Council’s membership database
• Processes all membership requests and membership renewals and issues receipts and
  confirmation to members
• Manages the anniversary dates of all memberships

3. Office Operations

• Creates and manages electronic and printed team calendar (Microsoft Teams)
• Manages Reminders, Anniversary Dates and Deadlines for staff
• Manages weekly project update list in Teams
• Manages all electronic reminders for major deadlines including, but not limited to,
  Reporting, Finance and Project Entry and Update deadlines
• Creates an inventory tracking system and monitors all office consumables and makes
  purchases to ensure adequate stock of supplies
• Maintains contacts and relationships with service suppliers to ensure cleanliness,
  maintenance, upkeep and security for all staff within the office space
• Researches and recommends suppliers and services agreements for leased office
  equipment to ensure value and efficiency of equipment

Here are the knowledge, skills and abilities you’ll need to be successful:

• Strong administrative skills including record-keeping, note-taking, correspondence, proofreading, document updating and file management
• Excellent organizational & time management skills
• Microsoft Office suite and experience with MSWord, Excel, Powerpoint and search engines
• Ability to build strong, lasting and mutually beneficial relationships with individuals and
  groups with varying interests, backgrounds and cross-cultural experiences.
• Excellent written and verbal communication skills.
• Team focused approach that is positive and collaborative.
• High level of integrity, professionalism and discretion with confidential information
• Self-motivated and proactive and able to manage multiple projects successfully.

This is the kind of education or training that will help you in this role:

• A diploma or degree in administration or management and a minimum of 3-5 years of
  progressively related experience
• Experience providing a full-range of administrative support to high level leadership teams
  and staff in a community-facing environment.
• Experience in working effectively with individuals, communities, organizations and
  government agencies at a local or national level.
• Strong experience working in a northern context.