Administration Specialist

The Administration Specialist works closely with the Director and becomes a trusted member of the NIP team. The role involves organizing meetings, preparing documents, and following up on decisions, while also helping solve day-to-day challenges—from troubleshooting technology issues and coordinating travel to improving filing systems and finding better ways of getting things done.

YOUR ROLE

As Administration Specialist, your main role is simple: help NIP’s Director stay organized, focused and able to move things forward.

This position is for someone who takes initiatives, anticipates what needs to be done and takes prin making things run smoothly. You should be comfortable working in an organization that is growing quickly, where priorities can change and not everything comes with a set process.

KEY RESPONSIBILITIES

Manage the Director’s calendar, meetings, appointments and priorities;
Organize travel, accommodations and meeting logistics;
Provide administrative support to the Senior Management Team and Board of Directors;
Coordinate meetings, prepare agendas and meeting materials, take notes and prepare minutes;
Maintain records of key decisions and action items and follow up to make sure commitments are carried forward;
Prepare correspondence, presentations and other documents;
Organize information and make sure important documents are easy to find;
Receive, review for completeness and process invoices submitted by members of NIP’s senior management, and ensure appropriate follow-up for approval and payment;
Assist with routine administrative tasks, including forms, expenses and other clerical work;
Help coordinate communication with Board members, staff and external partners;
Use Microsoft 365 and other digital tools to make everyday work easier;
Identify simple ways to improve administrative processes and help put them into practice;
Follow up on outstanding items and help make sure things don’t fall through the cracks;
Handle sensitive and confidential information with discretion;
Pitch in wherever needed as NIP continues to grow.

Skills and Competencies

Has at least 3 years of experience in an executive assistant, administrative support or similar role;
Is highly organized, detail-oriented and dependable;
Takes initiative, anticipates needs and follows things through to completion;
Has excellent knowledge of Microsoft 365 and is comfortable learning and using new technology;
Can prepare clear, professional documents and turn meetings and discussions into concise minutes, decisions and action items;
Is comfortable handling both routine administrative tasks and responsibilities that require judgement and initiative;
Adapts easily to changing priorities and is comfortable working in an organization where processes are still being developed;
Communicates well in English; French and/or Inuktitut are assets;
Is discreet and comfortable handling confidential or sensitive information;
Is open-minded, curious and genuinely interested in learning about Inuit culture and life in Nunavik.

A relevant university degree and/or knowledge of the MSSS, DYP or Nunavik service networks are assets, but not requirements.

Details

Northern benefits: Employees who settle in Nunavik may be eligible for various premiums, including a retention premium, a remoteness premium and a cost-of-living premium. For those hired more than 50 km from Kuujjuaq, low-cost housing is provided, along with reimbursement of moving and storage costs. In addition, annual personal trips from Kuujjuaq to the point of hire are included, as well as other benefits.