Executive Assistant

FULL-TIME CONTRACT JOB OPPORTUNITY

EXECUTIVE ASSISTANT

FAMILY & COMMUNITY SUPPORT SERVICES

Opening Statement

Are you an organized, proactive professional who thrives on supporting leadership, coordinating priorities, and helping teams work more effectively?

Sagamok Anishnawbek is seeking a highly capable and detail-oriented Executive Assistant to join the Family and Community Support Services Department for a 18 month contract. Reporting to the Director, you will play a key role in supporting executive leadership, coordinating administrative and governance functions, and strengthening departmental operations through effective communication, sound information management, and continuous improvement.

Working closely with the Director, the Leadership Team, Chief and Council, committee members, and internal and external partners, you will help ensure priorities are coordinated, information is managed responsibly, and decisions are supported by accurate reporting and efficient processes. This is an opportunity to make a meaningful contribution to strong leadership, effective community services, and the continued growth and well-being of Sagamok Anishnawbek.

Why Join Sagamok Anishnawbek?

At Sagamok Anishnawbek, we believe our people are our greatest strength. As a growing and progressive First Nation, we are committed to building a workplace where employees are supported, collaboration is encouraged, and opportunities for professional growth are embraced. When you join our team, you become part of an organization that values innovation, teamwork, cultural identity, and the meaningful contributions of every employee.

• Make a Difference: Contribute to meaningful work that strengthens our community, supports our people, and helps shape a brighter future for generations to come.

• Grow Your Career: Explore opportunities to develop your skills, expand your knowledge, and build a rewarding career within a diverse and evolving organization.

• Collaborate and Innovate: Work alongside dedicated professionals and community leaders who share a commitment to continuous improvement, creative problem-solving, and achieving common goals.

• Be Part of Something Bigger: Help advance community priorities while supporting Anishinaabe culture, traditions, language, and values in the work we do every day.

• Work with Purpose: Find fulfilment in knowing that your efforts contribute to the well-being, success, and long-term prosperity of Sagamok Anishnawbek.

At Sagamok Anishnawbek, we are building more than an organization — we are building a stronger community and a future filled with opportunity. If you are passionate about making a difference, committed to working collaboratively, and eager to grow alongside a progressive First Nation, we invite you to explore a career with us.

Benefits

• Paid Time Off- Holidays and Medical Leave
• Professional Development Opportunities
• Invitation to participate in community events
• On-site parking

What You Will Be Doing

Executive Support

• Work closely with the Director of Family and Community Support Services to keep them well informed of upcoming commitments and responsibilities and ensure an effective and efficient operation of the Family and Community Support Service’s office.
• Efficiently manage the Director’s calendar. Prioritize email inquiries and requests while troubleshooting scheduling conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Research, prioritize and follow up on incoming issues and concerns addressed to the Director, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, and response and draft and manage correspondence, ensuring timely and accurate communication.
• Communicate directly and on behalf of the Director, with internal and external stakeholders on matters related to Family and Community Support Services’.
• Oversee data management requirements of the Director’s Office, including archiving, retention schedule requirements, and all employment relationships and contracts managed by Family and Community Support Services’ Department.
• Support the Department to schedule, organize and execute team and committee meetings, taking minutes as required.
• Assist with building accountability for all privacy information management issues, breach reporting, and compliance with standards.
• Performs all other related duties as may be assigned by the Director of Family and Community Support Services.

Administrative Support

• Provide overall administrative support to the Family and Community Support Services’ Leadership Team, including research, organizing, prioritizing, and responding as appropriate to specific communication, correspondence, and requests for information to both internal and external stakeholders.
• Compile data, develop and prepare reports, presentations, and documents for various meetings, committees, and projects. Coordinate the timely reporting and visualization of metrics for all Family and Community Support Services departments/programs.
• Assist with the management of information requests and channel them to the appropriate Family and Community Support Services’ members who could respond in a timely manner, while providing excellent customer service.
• Maintaining office supplies, subscriptions, and devices for the Director’s Office and other departments of the Family and Community Support Services’ Unit at the Director’s discretion.
• Organize, lead and mentor the Administrative/clerical staff to ensure consistency occurs on administrative tasks being completed.
• Ensure that adherence of the ISO-9001 requirements is maintained and up to date following the expectations set out in the Standards of Work and other procedural documentation including the Sagamok Family and Community Support Services’ policies, procedures, and standards.
• Manage the Family and Community Support Services’ office employees’ biweekly timesheets and leave requests. Coordinate retirement incentives and acknowledgements.
• Manage the day-to-day financial transactions with the guidance of the Senior Finance Officer; and correspond with funding partners. Compile financial reports for Director approval as required.

Governance Support

• Facilitate communications to and with Family and Community Support Services’ Committee Members, Sagamok Chief & Council members, the Director of Council Secretariat, appropriate staff, and community.
• Compile data and prepare reports for Chief & Council meetings for presentation by the Director.
• Prepare agendas and organize meeting materials, record meeting minutes, and maintain records in an efficient system for expeditious retrieval.
• Arrange and handle all logistics for Family and Community Support Services’ Committee members with travel, hotel, meetings, and professional learning opportunities.
• Coordinate schedules including the Director’s and Family and Community Support Services’ Committees.

What You'll Bring

We're looking for someone who brings:

• Post secondary diploma/degree in Business Administration, or related field preferred
• A minimum of two (2) years experience in a similar role
• A comprehensive understanding of First Nation concerns and First Nations Family & Community Support Services
• Must have excellent computer skills - Excel, Word, Access, PowerPoint, etc.
• Knowledge of the Quality Assurance Systems/Quality Management Process
• Knowledge of the Community Development Process
• Knowledge of the Child Welfare/Wellbeing systems and changes within this scope
• Must be a team player
• Ojibway language, knowlege and appreciation of Native culture and Heritage are considered definite assets

Additional Requirements

• Must be able to work flexible hours.
• Vulnerable Sector Criminal Record Check prior to employment and annually thereafter
• Sign and maintain an annual oath of confidentiality
• Strong written and verbal communication skills
• Strong interpersonal, organizational, and communication skills
• A team player with ability to resolve conflicts, diplomacy, achieve consensus and able to work comfortably with internal staff
• Valid driver's license and vehicle for on-the-job use and proper liability insurance
• Commitment to confidentiality and respectful participation in cultural activities and ceremonies
• Incumbent is subject to six months’ probation
• Hold or willing to secure First Aid/CPR Certification

About Sagamok Anishnawbek

Sagamok Anishnawbek is a growing and progressive First Nation located along the north shore of Lake Huron in Northern Ontario. Rooted in a rich Anishinaabe history, culture, language, and traditions, Sagamok is committed to building a strong, healthy, and prosperous future for its community members and generations to come.

Guided by the principle of Mino-Bimaadiziwin — living a good life — Sagamok Anishnawbek continues to advance community development, strengthen governance, and deliver programs and services that support the well-being, growth, and success of its people. Through a commitment to innovation, collaboration, and continuous improvement, the organization is creating meaningful opportunities that contribute to a thriving and self-sufficient community.

With a diverse range of departments, programs, and services, Sagamok Anishnawbek offers a rewarding environment for individuals who want to make a positive difference. Our employees play an important role in supporting community priorities, preserving cultural values, and helping shape the future of Sagamok.

Join a team where your work has purpose, your contributions matter, and your efforts help build a stronger future. At Sagamok Anishnawbek, you have the opportunity to grow professionally while being part of an organization dedicated to its people, its culture, and its community.

How to Apply

Qualified candidates are invited to submit an application through our Career Centre or send a Resume, Cover Letter and References to [email protected]

Experience working with First Nations organizations or knowledge of Indigenous culture and community is an asset, and we welcome applicants who are committed to learning and working respectfully alongside the community.

We thank all applicants for their interest, however only those invited to an interview will be contacted.