Company Description
We are an Indigenous-led research and consulting firm supporting transformation in health, education, and community well-being. Since 2015, we’ve partnered with First Nations, Inuit and Métis communities, governments, and health authorities to deliver evidence that drives policy and real-world outcomes. Our work sits at the intersection of research excellence, public policy, and real-world implementation. We are committed to rigorous analysis, relational integrity, and long-term impact.
Position Overview
Waapihk Research is seeking a highly organized, proactive, and detail-oriented Administration & Operations Assistant to support the day-to-day functioning of our office, operations, human resources, and basic finance administration.
This role is ideal for someone who enjoys creating structure, keeping things organized, anticipating needs, and helping a busy team work more smoothly. The successful candidate will provide direct administrative and operational support to the Chief Operating Officer, while also supporting finance administration, human resources processes, and general office coordination.
The Administration & Operations Assistant is a hands-on role that requires strong judgment, discretion, follow-through, and a willingness to help with a wide range of tasks. The position is collaborative but requires a self-motivated candidate who manages their time efficiently. Duties may include:
- Providing direct daily administrative, finance, and operational support to the business and Executive team.
- Managing calendars, scheduling meetings, and coordinating logistics.
- Preparing briefing notes before meetings, including background research on stakeholders, organizations, partners, or issues.
- Supporting meeting preparation, including agendas, materials, food orders, room set-up, refreshments, and follow-up notes.
- Preparing communications such as emails, forms, internal notices, and other correspondence as requested.
- Creating, updating, and maintaining administrative systems, templates, checklists, folders, trackers, and internal processes.
- Maintaining organized electronic and physical filing systems.
- Helping the Executive team track follow-up items, deadlines, administrative tasks, and recurring priorities.
- Supporting internal coordination across projects, people, and operational priorities.
- Assisting with recruitment logistics, including scheduling interviews, preparing interview materials, and communicating with candidates.
- Supporting onboarding processes for new employees, including checklists, forms, file creation, orientation materials, and workspace preparation.
- Maintaining organized employee files and HR records.
- Supporting staff training, internal events, benefits administration, forms, and employee communications.
- Supporting payroll administration by preparing, organizing, and tracking payroll-related information.
- Assisting with basic QuickBooks data entry, reconciliation support, and reporting/invoice preparation.
- Assisting with expense tracking, receipts, and reimbursements.
- Helping organize accounts payable and accounts receivable documentation, as directed.
- Managing incoming correspondence, packages, deliveries, and courier requests
- Greeting guests and helping maintain a welcoming and professional office environment.
- Monitoring and maintaining office supplies.
- Supporting office maintenance requests and basic vendor coordination.
- Supporting special projects, internal initiatives, and operational improvements.
- Assisting with miscellaneous errands or office-related tasks as needed.
- Other duties as assigned.
Essential Qualifications
- Post-secondary education in business administration, office administration, human resources, finance, or a related field. A combination of other training and/or equivalent experience may be considered.
- 2-4 years of experience in administrative, operations, office coordination, executive support, HR administration, or finance administration role.
- Strong organizational skills and ability to manage multiple priorities.
- Excellent attention to detail and follow-through.
- Strong written and verbal communication skills.
- Ability to handle confidential information with discretion.
- Comfort supporting a wide range of tasks, from administrative coordination to hands-on office support.
- Strong proficiency with Microsoft Office, including Outlook, Word, Excel, Teams, and SharePoint/OneDrive.
- Ability to learn new software, systems, and internal processes.
- Sound judgment, professionalism, and a proactive approach to problem-solving.
- Ability to work independently on routine tasks while knowing when to ask questions or escalate issues.
Desired Qualifications
- Experience with QuickBooks or similar bookkeeping/accounting software.
- Experience supporting payroll administration, expense tracking, or accounts payable/accounts receivable processes.
- Experience supporting recruitment, onboarding, employee files, or HR administration.
- Experience preparing briefing notes, meeting materials, or background research.
Why Join Waapihk
- Work at the forefront of Indigenous health, governance, and policy research.
- Be part of a high-intellect, mission-driven team.
- Join a comfortable, friendly, and professional work environment.
- Contribute to the systems, structure, and operations that help the organization grow.
- Meaningful opportunity to work closely with leadership and gain exposure to organizational operations.
- Our downtown Winnipeg office is conveniently located near bus routes for easy commuting.
Compensation & Benefits
- Salary: $60,000 per year.
- Health Spending Account.
- Wellness Spending Account
- Professional Development Fund.
- RRSP Matching Program.
- RESP Matching Program.
- Radon Mitigation Benefit.
- Two (2) weeks of paid vacation annually, plus paid time off between December 24th and January 1st each year.
Working Conditions
- Winnipeg candidates preferred.
- Must have legal eligibility to work in Canada.
- In-office position, Monday to Friday.
- This role requires regular in-person office support and is not intended as a remote position.
Our Commitment
We are proudly Indigenous-led and welcome applications from First Nations, Inuit, and Métis candidates. Candidates are invited to self-declare if comfortable doing so. We value lived experience, community knowledge, and non-linear career paths.
How to Apply
Please submit the following items to [email protected]:
- Résumé.
- Cover letter explaining why this role interests you, and how your qualifications align with the responsibilities above.
- Two references who can speak to your competence in a similar administrative, operations, finance administration, or office support context.
Timeline
Applications are reviewed on a rolling basis; first conversations begin within two weeks of the original posting.
Our process includes: 1) a 30-minute intro, 2) a follow-up interview, and 3) a reference check.
Please consider viewing our website before applying: www.waapihk.com.
Pay: $60,000.00 per year
Benefits:
- Casual dress
- Flexible schedule
- Paid time off
- RRSP match
Education:
- Bachelor's Degree (preferred)
Language:
Work Location: In person
