Front Office Administrative Assistant

Jijiktukwej L’nue’kati (formerly Annapolis Valley First Nation)

Employment Type:

Permanent Full-Time

Location:

Cambridge, Nova Scotia

Hours:

Monday to Thursday, 8:30 a.m.

- 4:00 p.m. (30 hours per week)
Annual Salary: $40,000 - $45,000, based on qualifications and experience

About the Position

Jijiktukwej L’nue’kati is seeking a friendly, dependable, and highly organized individual to join our team as a Front Office Administrative Assistant.

As the first point of contact for community members, visitors, and callers, the successful candidate will play an important role in creating a welcoming, respectful, and professional environment at the Band Office.

This position provides essential administrative and clerical support to ensure the efficient day-to-day operations of the office. The ideal candidate will possess strong communication and organizational skills, demonstrate initiative, maintain confidentiality, and be comfortable managing multiple responsibilities in a busy office environment.

Key Responsibilities Reception & Front Office Administration

• Greet community members, visitors, and staff in a friendly, courteous, and professional manner.
• Answer incoming telephone calls, respond to general inquiries, and direct calls to the appropriate departments.
• Maintain an organized, welcoming, and professional reception area.
• Perform general administrative duties, including filing, photocopying, scanning, data entry, document preparation, and transcription.
• Receive, sort, distribute, and prepare incoming and outgoing mail and courier packages.
• Maintain confidentiality when handling sensitive information and ensure compliance with organizational policies and procedures.
• Monitor visitor access and assist in maintaining office security.
• Maintain accurate records, filing systems, and administrative documentation.

Office Coordination & Support

• Monitor and maintain office, kitchen, and coffee supplies, ensuring adequate inventory.
• Order office supplies and coordinate purchases as required.
• Organize and submit receipts and purchasing documentation to the Finance Department.
• Ensure the office lobby, kitchen, and shared spaces remain tidy, organized, and welcoming.
• Coordinate maintenance requests and report issues involving office equipment or facilities.
• Maintain office key records, monitor key distribution, and ensure key boxes are organized and secure.
• Assist with travel arrangements, including booking transportation and accommodations for management as required.
• Coordinate food orders, refreshments, and other arrangements for meetings, staff events, and office functions.
• Provide general administrative assistance to management and other departments as needed.

Communications & Community Engagement

• Create and update posters, newsletters, notices, and informational materials for community programs and events.
• Assist with updating office signage, community announcements, and bulletin boards.
• Post approved community events, workshops, training opportunities, employment postings, and other announcements on Jijiktukwej L’nue’kati social media platforms.
• Assist with distributing important community information in a timely and professional manner.
• Support the coordination and promotion of community events and organizational initiatives.

Qualifications & Essential Skills

• Previous experience in an administrative, clerical, reception, or customer service role is preferred.
• Strong organizational skills with the ability to prioritize tasks and manage multiple responsibilities.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and a friendly, professional, and approachable manner.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Strong attention to detail and accuracy in…