IEP Administrative Assistant

The Organization The National Aboriginal Capital Corporations Association ("NACCA") is dedicated to stimulating economic growth for all Indigenous people in Canada, driven by a network of over 50 Indigenous Financial Institutions (IFIs). Our mission is to ignite economic progress for all Indigenous communities by empowering entrepreneurs and advancing prosperity. We champion Indigenous economic development through unified representation, transparent reporting of IFI accomplishments, strategic partnerships, and targeted programs and services tailored to the specific needs of IFIs. Why NACCA? Attractive compensation package with excellent benefits, including; Health, Paramedical, Vision, Dental, and Employee Family Assistance Program. Defined Benefits Pension Plan. Supportive workplace environment and benefits focused on Indigenous culture and sensitivity. Ongoing Professional Development. Scheduling to support work-life balance. Paid Time Off including: 14 Statutory Holidays for Full-Time Employees. Sick Time. Competitive Vacation Time/Pay. Personal Days. December Holiday Period. Position Summary Reporting to the Director of Programs and Member Services, the Administrative Assistant provides administrative support services, including preparing and managing documents, coordinating the Director’s schedule, travel arrangements, speaking engagements and meetings, maintaining records and databases, handling correspondence, and supporting day-to-day activities. The incumbent also provides event management and administrative support to the Indigenous Entrepreneurship Program (IEP) program and Quality Assurance Manager. Key Responsibilities Administrative support Manage the Director’s calendars, including scheduling meetings, event and/or conference registration(s), speaking engagements while proactively identifying schedule conflicts. Manage correspondence, screen calls and re-direct inquiries as appropriate and bring forward materials requiring action or decision. Coordinate travel arrangements, accommodations, and prepare itineraries including reconciling and processing of post-travel expenses. Proofread, review and validate documents prior to manager signature. Event Management Event planning, contractor and logistics coordination, on-site management and post-event activities of the bi-annual Frontline Workers Conference. Support in IEP led capacity-building events and stakeholder engagement initiatives (AFOA Micro credential sessions, GM Focus Working Groups, Team Strategy sessions). Program Support Coordinate bi-weekly submission of IEP Cheque Authorization Batches for program payment processing. Prepare and submit IEP content for Monday Morning Moccasin updates to Communications. Manage general IEP communications with the IFI Network, including responding to inquiries, issuing reminders on reporting requirements, providing event registration updates, and directing inquiries to the appropriate Program Officer. Monitor the shared program email account to ensure timely acknowledgment, accurate recording, and proper electronic filing of applications and reports. Review applications, claims, and reports for accuracy and completeness prior to Program Officer review, and follow up to obtain missing information as required. Assist with program report reviews and payment processing during peak periods. QMS Support Support the Quality Assurance Manager in ensuring the integrity and accuracy of all program payment and contract logs. Assist with internal audit activities, including conducting or observing audits and gathering required documentation for review. Provide support during internal and external audits, including accompanying auditors as required. Special Projects Ensure strategic and operational team initiatives or special projects are supported as required. Qualifications Education College diploma in business administration, or Office Administration. While a post-secondary education is preferred, candidates with a combination of relevant experience and education may also be considered. Experience Minimum of two (2) years in administrative support positions and/or client service delivery. Prior experience working with Indigenous communities and/or organization is preferred. Abilities, Knowledge & Skills Extensive experience providing administrative and office coordination support, including correspondence management, electronic filing systems, information tracking, and calendar management. Proven ability to support managers and teams by following established procedures, reconciling purchase card transactions, and processing invoices and expense claims. Skilled in organizing meetings, events, and travel arrangements, including preparing agendas and materials, coordinating logistics, and recording minutes. Proficient in Microsoft Office Suite and digital systems (e.g., Word, Excel, Outlook, Teams, SharePoint, databases, and records management tools) to manage administrative and financial records. Strong organizational, client service, time management, and communication skills, with experience working in cross-cultural and multi-stakeholder environments. This is a unionized position. Primary Location: Ottawa, Ontario. NACCA operates on a hybrid work model. Remote work arrangements may be considered based on organizational needs and role responsibilities. Preference will be given to qualified individuals of Indigenous ancestry, in accordance with Section 24.1 of the Ontario Human Rights Code and other applicable human rights legislation. The National Aboriginal Capital Corporations Association is an equal opportunity employer and is committed to providing employment accommodation in accordance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act. If contacted for an employment opportunity or interviewing, please advise if you require accommodation.