Administrative Assistant

Closing: August 18th 4:30pm

Administrative Assistant

Thunder Bay, Ontario

Full-time, temporary (37.5 hours per week)

This is a term position from August 2017 to January 2018

The North Superior Workforce Planning Board (NSWPB)/Local Employment Planning Council (LEPC) is seeking a dynamic, self-motivated Administrative Assistant to join our team for an approximate 5-month term. This position coordinates the regular day to day administration of NSWPB/LEPC and provides support for the project staff and the volunteer Board of Directors of NSWPB as needed. The successful candidate will be working in a fast-paced team environment with ever-changing direction. The successful candidate must be willing to work some evenings and weekends as required. The Administrative Assistant reports directly to the Executive Director.


  • Provide administrative support to the Board of Directors and other committees including meeting preparations, circulating, filing, emailing, and mailing of minutes, agendas, calendars of events, local labour market news, and other correspondence as requested. Meeting preparations include but are not limited to sending email requests for availability, scheduling a suitable date to accommodate all members, sending meeting reminders via email as well as all correspondence for meeting, ordering in catering, printing and providing hard copies of documents for meetings.
  • Coordinate all clerical and administrative activities for NSWPB/LEPC including development/maintenance of numerous filing systems, photocopying, scanning, faxing, emailing, postage mail outs, facilitating internal communications and regular e-mail blasts, developing and maintaining up to date database of mailing/e-mail lists, communicating with all service providers regarding request for quotes, request for services, etc.
  • Assist Executive Director, Project Coordinator, Project Staff and Board members with coordinating meeting logistics relating to projects and board activities.
  • Manage the master calendar for the organization, keeping track of what staff, including the ED are doing, where and when and who is using the boardroom and for what.
  • Assist and support the Executive Director and the Board in achieving the short and long-term goals and mission of the organization by performing other related duties and special projects as assigned.
  • Use initiative and professional skills to ensure activities are completed effectively, efficiently and as per the objectives, goals and guidelines.

Support governance activities providing assistance in the organization and coordination of Bylaw and Policy reviews, strategic planning meetings, the annual general meeting.


  • Secondary school diploma and post-secondary training in office administration, or a related program or an equivalent combination of experience and education;
  • Demonstrated ability to work effectively and cooperatively with a variety of stakeholders including board members, the general public, and government representatives;
  • Strong computer skills and advanced-level working knowledge of Internet, and Microsoft Office (Outlook, Word, Excel, Access, PowerPoint);
  • Keyboard 50-60 w.p.m.;
  • Own a vehicle and possess a valid driver’s license.


  • Demonstrated ability to deal effectively and cooperatively with all levels of a board and the public;
  • Knowledge of the Thunder Bay District community agencies that deliver employment programs and services as well as familiarity of communities within the Thunder Bay District including First Nations communities.


  • Excellent communication, organizational and time management skills;
  • Multilingualism is valued, therefore fluency in the following languages would be a definite asset: English, French, Ojibway, Cree, Oji-Cree;
  • Ability to self-motivate;
  • Ability to work flexible hours including evenings and weekends.

Application Deadline:

Friday, August 18th, 2017

Cover letter and resume submission:


In person: 107B Johnson Avenue, Thunder Bay, ON P7B 2V9

We would like to thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.


This project is funded in part by the Government of Canada and the Government of Ontario.

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