EMPLOYMENT OPPORTUNITY
NEYASKWEYAHK GROUP OF COMPANIES INC.
JOB DESCRIPTION
OFFICE & HR ADMINISTRATION MANAGER
Reports To
President & CEO, NGCI
Salary Range
$60,000 – $65,000 Annually
Status
Full-time, Monday – Friday (70 hours bi-weekly)
SUMMARY
The Office & HR Administration Manager reports directly to the President & CEO of NGCI and is responsible for the full HR administration function across NGCI's business portfolio, together with executive assistant support to the President & CEO. The role establishes and maintains HR policy, recruitment, employee relations, and compliance processes, while also managing office administration, executive scheduling, correspondence, and board and committee support. The position requires sound judgment, strict confidentiality, and the ability to build rapport across a wide range of individuals, from front-line staff to the Board of Directors. This position works Monday – Friday (5 days per week, 70 hours bi-weekly).
DUTIES & RESPONSIBILITIESHuman Resources Administration
1. Lead the full-cycle recruitment and selection process for NGCI and its business units, including job postings, screening, interviewing, reference checks, and offer preparation.
2. Administer onboarding and orientation for new employees, ensuring documentation, policy acknowledgement, and system access are completed on schedule.
3. Maintain accurate and confidential employee files, HR databases, and personnel records in compliance with privacy legislation and NGCI policy.
4. Administer payroll-related HR inputs (new hires, terminations, status changes, leaves) in coordination with the Financial Controller.
5. Administer employee benefits programs, including enrolment, changes, and liaison with benefit providers.
6. Develop, update, and maintain the employee handbook, HR policies, and standard operating procedures, ensuring alignment with employment standards legislation.
7. Advise managers and staff on HR policy interpretation, workplace conduct, and progressive discipline processes.
8. Coordinate performance management processes, including probationary reviews, annual evaluations, and performance improvement plans.
9. Manage employee relations matters, including investigating and helping resolve workplace concerns, complaints, and conflicts.
10. Track and administer employee leaves (sick leave, vacation, bereavement, leaves of absence) and maintain related records.
11. Coordinate training and professional development initiatives across NGCI business units.
12. Support job classification, compensation benchmarking, and salary evaluation processes, including maintaining salary grids and step progressions.
13. Ensure compliance with applicable federal and provincial employment legislation, occupational health and safety requirements, and Nation employment policies.
14. Prepare HR reports and metrics (turnover, staffing levels, recruitment status) for the President & CEO and VP Operations.
15. Coordinate workplace health and safety administration, including incident documentation and follow-up.
16. Support workforce planning and succession planning discussions with the President & CEO and VP Operations.
17. Manage termination and offboarding processes, including exit interviews and documentation.
18. Champion Ermineskin Cree Nation employment preference and community-hire initiatives across NGCI's businesses.
19. Maintain the organization's job description library and support periodic review and updates.
20. Perform other HR administration duties as assigned by the President & CEO.
Executive Assistant
21. Answering phones and greeting visitors.
22. Filing and retrieving corporate records, documents, and reports.
23. Researching and conducting data to prepare documents for review and presentation by Boards of Directors, committees, and executives.
24. Organizing and scheduling meetings as assigned.
25. Accurately recording minutes from meetings.
26. Using various software, including word processing, spreadsheets, databases, and presentation software.
27. Managing and typing assigned material in an efficient and professional manner.
28. Reading and analyzing incoming memos, submissions, and distributing them as needed.
29. Coordinating travel arrangements for NGCI Management and Board of Directors.
30. Performing office duties that include ordering supplies and managing a records database.
31. Recording and distributing incoming and outgoing mail, faxes, and other correspondence.
32. Providing general administrative support.
33. Implementing office policies and strategizing improvements to existing processes.
34. Developing initiatives related to company culture and employee wellness.
35. Planning office design and layout improvements.
36. Directly assisting executives.
37. Planning special events.
38. Scheduling and managing calendars.
39. Creating reports and presentations as required.
40. Managing and maintaining documents and records.
41. Following ISO requirements.
42. Managing social media pages, website content, and digital board communications for NGCI.
43. Assisting with marketing initiatives for NGCI businesses.
44. Assisting with vendor bookings in the Maskwacis Mall.
45. Determining company information organization and architecture.
46. Interfacing with clients, vendors, building management, and employees on a regular basis.
47. Assisting with office projects, renovations, installations, and office design initiatives.
48. Managing office supply budgets and administrative expenditures.
49. Hearing and assisting in resolving complaints and concerns.
50. Independently developing viable solutions to problems as they arise.
51. Leveraging technology and business tools to improve and reinforce processes.
52. Thinking strategically and providing executives with sound operational guidance.
53. Gracefully handling pressure to remain a reliable resource to management.
54. Prioritizing work in ways that align with the company mission and strategic objectives.
55. Maintaining strict confidentiality and exercising sound judgment.
56. Effectively conveying information to various audiences in different formats.
57. Developing positive relationships through networking and professional communication.
58. Working harmoniously and effectively with others through emotional intelligence.
59. Applying analytical skills to inform key business decisions.
60. Understanding and interpreting complex information related to both administrative and operational responsibilities.
Leadership & Organizational Support
61. Adapting to changing demands and responsibilities.
62. Leading others and delegating tasks on projects when required.
63. Guiding projects and workflows from initiation to completion.
64. Demonstrating strong attention to both strategic and operational details.
65. Performing other duties as required.
CORE COMPETENCIES
Planning & Organizing
Establishing courses of action to ensure that work is completed effectively.
Teamwork
Cooperating with others to meet objectives.
Time and Priority Management
Prioritizing and completing tasks to achieve desired outcomes within designated timeframes.
Project Management
Identifying and overseeing all resources, tasks, systems, and people to obtain results.
Flexibility
Readily modifying, responding, and adapting to change with minimal resistance.
Interpersonal Skills
Effectively communicating, building rapport, and relating well to all kinds of people.
Leadership
Organizing and influencing people to support organizational goals and objectives.
Confidentiality & Judgment
Exercising discretion and sound judgment when handling sensitive HR and corporate information.
Attention to Detail
Ensuring accuracy in HR records, reports, and business documentation.
QUALIFICATIONS
- Bachelor's Degree in Business Administration, Commerce, Human Resources, or another relevant field.
- Minimum five (5) years of work experience in HR management and office administration.
- CPHR designation (or working toward), considered an asset.
- In-depth understanding and experience with Microsoft Office and MS Outlook.
- Working knowledge of payroll processes, employment standards legislation, and HR best practices.
- Ability to organize a daily workload according to priorities and manage competing deadlines.
- Proactive approach to problem-solving with strong decision-making skills.
- Professional-level verbal and written communication skills.
- Ability to deal effectively with the general public, employees, and the business community.
- Must be willing to sign an Oath of Confidentiality.
- Knowledge of and/or ability to speak the Cree language will be considered an asset.
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Pay: $60,000.00-$65,000.00 per year
Benefits:
- Casual dress
- Company pension
- Dental care
- On-site parking
- RRSP match
Application question(s):
- Are you within driving distance to Maskwacis, AB?
Work Location: In person
