Office Administrator

Summary

Accurate Indigenous Managers & Advisors (AIMA) is seeking a highly organized and detail-oriented Office Administrator to support the day-to-day administrative operations of AIMA, affiliated business entities, client organizations, and related projects.

The Office Administrator serves as a central administrative support resource and assists with client communications, document management, records administration, reporting support, accounts payable administration, service agreements, and general office coordination. This position works closely with leadership, operations, finance, and project teams to help ensure information is organized, deadlines are met, and administrative processes run efficiently.

Responsibilities

• Provide general administrative support to leadership and operational teams.
• Respond to client, vendor, and stakeholder inquiries and assist with follow-up communications.
• Prepare correspondence, reports, spreadsheets, presentations, forms, and administrative documents.
• Organize, save, and maintain electronic and physical records, files, and shared drive documents.
• Maintain service agreements, contracts, templates, and administrative documentation.
• Assist with accounts payable administration, invoice tracking, payment requests, and supporting documentation.
• Prepare administrative packages for review and approval.
• Pull standard reports and compile information for management review.
• Track deadlines, action items, reporting requirements, and outstanding requests.
• Coordinate meetings and prepare supporting materials as required.
• Maintain administrative tracking logs, spreadsheets, and records.
• Order office supplies and assist with general office organization.
• Support multiple business entities, client organizations, and projects as assigned.
• Perform other related administrative duties as required.

Qualifications

• High school diploma required; post-secondary education in Office Administration, Business Administration, or a related field is considered an asset.
• Minimum two (2) years of administrative experience preferred.
• Strong organizational and time management skills.
• Excellent attention to detail and accuracy.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office Suite, Google Workspace, and general office technology.
• Ability to manage multiple priorities and meet deadlines.
• Ability to maintain confidentiality and professionalism.
• Strong customer service and relationship-building skills.
• Ability to work independently and collaboratively within a team environment.
• Experience supporting multiple departments, projects, or business operations is considered an asset.