Administrative Assistant ID: 59330

Deadline Date: 2019/09/11

Location: Thunder Bay

The Administrative Assistant reports directly to the Operations Manager. This position supports the regular day to day administration and coordination of North Superior Workforce Planning Board (NSWPB)/Local Employment Planning Council (LEPC) activities. This position has two key areas of responsibilities - Administrative (70%) and Coordination (30%).

Posting Date:
 Thunder Bay
 600 Hewitson Street
Start Date:
Number of positions:
Days of work:
 Monday, Tuesday, Wednesday, Thursday, Friday, Varied
 Business, Finance and Administration
Administrative Responsibilities 70%
- Provide reception duties in a businesslike manner (in-person, telephone, email, etc.);
- Provide administrative and clerical support to the team with tasks coordinated by the Operations Manager;
- Provide administrative support to the NSWPB Board of Directors, Executive Committee, Ad-Hoc Committees of the Board, LEPC Secretariat, Central Planning Table (CPT) and the LEPC Subject Matter Working Groups (SMWG) as well as other committees as needed;
- Distribute information as required externally to community partners such as reports, proposals, and other correspondence;
- Arrange for travel and accommodations as needed for the Executive Director and other team members;
- Assist with maintenance of internal information systems (physical and electronic) including Salesforce (Customer Relationship Management System (CRM)) & SharePoint (Content Management System (CMS));
- Order/track and maintain office supplies and other materials;
- Monitor the Employment Ontario Partners' Gateway (EOPG) website for updates and disseminate any relevant correspondence from that website to the Executive Director, team members and NSWPB Board; and
- Assist with maintenance of NSWPB/LEPC library (on-line and hard copy) including past, current and incoming publications and reports.
- Assist with quarterly and annual reporting as needed;
- Respond in a timely fashion to general inquiries and direct other inquiries to the appropriate personnel; and
- Other duties as assigned.
Coordination Responsibilities: 30%
- Assist Executive Director, Operations Manager, Project Development Lead, Community Liaisons, LEPC members and NSWPB Board members with coordinating meetings and/or event logistics relating to projects and Board activities as needed;
- Coordinate meetings and other activities of the NSWPB Board of Directors, Executive Committee, Ad-Hoc Committees of the Board, LEPC Secretariat, Central Planning Table (CPT) and the LEPC Subject Matter Working Groups (SMWG) which includes scheduling meetings based on everyone's availability, receiving rsvp's, sending meeting reminders, arranging for catering as required, printing and providing hard copies of meeting correspondence as needed, minute taking, following up on tasks/action items, keeping track of attendance, etc.;
- Prepare all related documentation, handouts, name tags, give-aways and packages for consultations and events as required, as well as follow up with participants by providing correspondence and retrieving evaluations as needed;
- Prepare facilities and confirm services held in NSWPB boardroom including set-up of any audio/visual equipment (i.e. projector, teleconference, etc.).
- 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 experience working with Microsoft Office (Outlook, Word, Excel, Access, PowerPoint); SharePoint and Salesforce.
- Keyboard 50-60 w.p.m.; and
- Own a vehicle and possess a valid driver's license.
Closing Date/Apply by:
How To Apply:
 Please submit cover letter and resume to Karla Commisso at

Employer Contact Information

Contact Name:
 Karla Commisso
Position Title:
 Operations Manager
Company Name:
 North Superior Workforce Planning Board
 600 Hewitson Street
 Thunder Bay
Postal Code:
 P7B 2V9
Web Address:

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