Position Title: Administrative Assistant
Department: Housing and Infrastructure
Reports To: Housing and Infrastructure
Location: Inuvik, Head Office
Employment Type: 10-month project term
PURPOSE
The Administrative Assistant provides comprehensive administrative and operational support to the Housing & Infrastructure department. This role supports planning, coordination, communications, records management, project administration, and stakeholder engagement activities related to housing, infrastructure, land, and community development initiatives. The position requires strong organizational skills, cultural awareness, discretion, and the ability to work effectively in a northern and Indigenous governance environment.
RESPONSIBILITIES
- Provide day-to-day administrative support to the Director and Housing & Infrastructure team.
- Manage calendars, meeting schedules, and travel arrangements.
- Prepare correspondence, reports, briefing notes, agendas, and presentations.
- Coordinate internal and external meetings, including logistics and materials.
- Record and distribute meeting minutes and action items.
- Maintain organized electronic and paper filing systems.
- Assist with administrative tracking of housing and infrastructure projects.
- Support documentation for capital plans, maintenance programs, and community development plans.
- Help monitor project timelines, deliverables, and reporting deadlines.
- Compile background materials and data for funding applications and reports.
- Assist with contract and agreement documentation processing.
- Serve as a first point of contact for departmental inquiries.
- Support communications with community representatives, leadership, funding partners, and stakeholders.
- Assist with preparation and distribution of community notices and project updates.
- Coordinate logistics for community meetings and engagement sessions.
- Process invoices, purchase orders, and expense claims.
- Assist with budget tracking spreadsheets and financial documentation.
- Maintain funding, reporting, and compliance records.
- Support audit and reporting preparation as required.
- Assist with formatting and tracking departmental policies and procedures.
- Maintain policy review schedules and version control.
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Support document control for plans, agreements, and regulatory materials.
QUALIFICATIONS
- Diploma or certificate in Office Administration, Business Administration, or related field, OR equivalent experience.
- Three to five years of administrative experience, preferably in government, Indigenous organizations, non-profit, housing, or infrastructure environments.
- Experience supporting senior management is an asset.
- Experience working in a northern context is an asset.
APPLY
Please submit your resume and cover letter combined into a single PDF file via email to [email protected] with the subject line Administrative Assistant - Housing and Infrastructure. Kindly indicate if you are a Gwich’in Participant or Indigenous applicant requesting priority consideration or if you require any accessibility accommodations.
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.
