Position Title: Administrative Assistant
Department: Lands and Resources
Reports To: Sr. Manager of Lands and Resources
Location: Inuvik, Head Office
Employment Type: Full-Time, Permanent

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.

PURPOSE

Reporting to the Senior Manager 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.
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 tasks and responsibilities as assigned by the Senior Manager.