Position Summary
The Education & Training Administrative Assistant provides high-level administrative coordination and operational support to the Director of Education & Training and the broader Education Department.
This role is internal and systems-focused. It exists to ensure efficient day-to-day operations across K–12 education, Post-Secondary supports, Adult Learning, Youth Transitions, Childcare, and Employment & Training initiatives.
The Administrative Assistant maintains structured administrative systems, manages forward-planning calendars, and ensures documentation, logistics, and reporting processes are executed accurately and on time.
By proactively managing operational details and protecting leadership time, this position enables the Director to focus on strategic planning, partnership development, workforce strategy, and program design.
This role provides administrative coordination and does not carry independent responsibility for program development, participant case management, or external partnership leadership.
Core Responsibilities
1. Executive & Director Support
Manage and maintain the Director’s calendar, meeting coordination, and scheduling priorities.
Triage and coordinate internal and external meeting requests.
Prepare correspondence, briefing notes, reports, and presentation materials for review.
Track departmental action items as directed and follow up to ensure timely completion.
Maintain confidential digital and physical filing systems.
Organize materials in advance of meetings to ensure readiness and efficiency.
Maintain a forward-planning calendar (weekly, monthly, quarterly) to anticipate:
reporting
deadlines
Grant submissions
Travel requirements
Council briefings
Program milestones
Primary Outcome: Protect and maximize Director capacity through proactive coordination and administrative foresight.
2. Operational & Logistics Coordination
Coordinate travel, accommodations, and transportation logistics.
Prepare and track travel authorizations and expense submissions.
Prepare and monitor purchase orders, work orders, and procurement documentation.
Coordinate venues, catering, materials, and technical requirements for workshops and training sessions.
Ensure required materials, documentation, and equipment are prepared in advance of programs and events.
Maintain inventory of office and program supplies.
Note: This role coordinates logistics; it does not independently lead or design programming.
3. Departmental Systems & Reporting Support
Maintain a centralized departmental reporting calendar.
Track deadlines related to:
Post-Secondary funding
Tsay Keh Dene | 1940 Third Ave, Prince George, BC V2M 1G7 3
Employment & Training reporting
Grant compliance
Internal reporting requirements
Prepare draft documentation and data summaries for review.
Maintain accurate internal tracking systems (attendance, certifications, travel logs, documentation status).
Support grant reporting preparation by organizing required documentation and data.
Primary Outcome: Ensure compliance, documentation integrity, and smooth reporting processes across all portfolios.
4. K–12 Administrative Coordination
Coordinate logistics for field trips, external facilitators, cultural programming, and professional development.
Assist with scheduling interviews, meetings, and school-related appointments.
Draft and track maintenance and facilities work orders.
Support teacherage coordination logistics (administrative coordination only).
5. Post-Secondary & Adult Learning Administrative Support
Assist with application documentation and funding forms.
Maintain student files and track key deadlines.
Coordinate tutoring sessions, workshops, and information meetings.
Maintain accurate and confidential student records.
6. Employment & Training Administrative Support
Provide logistical and documentation support for training programs and workshops.
Assist with participant registration and document collection.
Maintain attendance records and internal tracking spreadsheets.
Support preparation of program materials and formatting of reports.
Boundary Clarification:
This position supports Employment & Training program administration but does not lead employer engagement, participant case management, funding development, or workforce strategy.
Tsay Keh Dene | 1940 Third Ave, Prince George, BC V2M 1G7 4
7. Reception & Office Coordination
Respond to telephone, email, and in-person inquiries.
Direct inquiries appropriately.
Receive and distribute mail and courier shipments.
Maintain a professional and welcoming reception area.
Support general office organization and records management.
Qualifications
Education & Experience
High school diploma required.
Post-secondary training in Office Administration, Business Administration, or related field preferred.
Minimum two (2) years of administrative experience.
Experience in education, community services, or Indigenous governance settings considered an asset.
Familiarity with First Nations governance and cultural context preferred.
Skills & Competencies
Strong organizational and time-management skills.
Ability to anticipate needs and work proactively.
High attention to detail and systems thinking.
Strong written and verbal communication skills.
Proficiency in Microsoft 365 and digital file management.
Ability to manage confidential information with discretion.
Ability to prioritize tasks and manage multiple timelines.
Reliable, adaptable, and able to work both independently and collaboratively.
Working Conditions
Office-based environment.
Occasional travel to community events or training sites.
Occasional evening or weekend work for departmental events.
Tsay Keh Dene | 1940 Third Ave, Prince George, BC V2M 1G7 5
May require light lifting and event setup support.
- Criminal record check clearance
Job Types: Full-time, Permanent
Pay: $25.00-$28.00 per hour
Benefits:
- Casual dress
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
