Executive Assistant

JOB SUMMARY:

The Executive Assistant plays a key role as a member of the management team, offering administrative support to the department. The Executive Assistant will be responsible for ensuring critical administrative, operational processes and control standards are met, while seeking to determine, develop and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the Family & Community Support Services (FCSS) department.

POSITION DUTIES:

Executive Support

• Work closely with the Director of FCSS to keep them well informed of upcoming commitments and responsibilities and ensure effective and efficient operation of the FCSS offices.
• 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.
• Provides drafts of correspondence for editing, revise and finalize correspondence for signature and/or distribution.
• 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.
• Performs all other related duties as may be assigned by the Director of FCSS.

Administrative Support

• Provide overall administrative support to the FCSS Leadership Team, including research, organizing, prioritizing, and responding appropriately to specific communication, correspondence, and requests for information to both internal and external stakeholders.
• Compile data and prepare reports, presentations, and documents for various meetings, committees, and projects. Coordinate the timely reporting and visualization of metrics.
• Assist with the management of information requests and channel them to the appropriate FCSS member who can respond in a timely manner, while providing excellent customer service.
• Research, write, produce quality reports and presentations.
• Maintain a substantial filing system.
• Maintaining subscriptions, and devices for the Director’s Office and other departments of the FCSS Programs 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 FCSS policies, procedures, and standards.

Governance Support

• Facilitate communications to and with FCSS members, Sagamok Chief & Council members, the Director of Council Secretariat, appropriate staff, and community.
• Assist in compiling data and preparing 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 with travel, hotel, meetings, and professional learning opportunities.

TERMS AND CONDITIONS:

• Maintain strict confidentiality in accordance with policies established by Sagamok Anishnawbek.
• Sign & comply with an annual oath of confidentiality.
• Subject to six months’ probation.
• Clear Vulnerable Sector Screen that is valid within 6 months.
• Valid driver’s license and vehicle for on-the-job use.
• Hold or willing to secure, CPR and First Aid Certificate.
• A team player with strong interpersonal skills including ability to resolve conflicts, diplomacy, achieve consensus and able to work comfortably with internal staff.

QUALIFICATIONS:

• Post secondary diploma/degree in Business Administration, or a related field preferred.
• A minimum of two (2) years’ experience working in a similar role.
• A comprehensive understanding of First Nation concerns and First Nations education.
• Must have excellent computer skills – Excel, Word, Access, PowerPoint, etc.
• Strong written and verbal communication skills.
• Knowledge of the Quality Assurance System/Quality Management Process.
• Knowledge of the Community Development Process.
• Ojibway language, knowledge and appreciation of Native Culture and Heritage are considered definite assets.

Qualified candidates are invited to submit their cover letter, resumé, credentials, and three work related References (email addresses) through the Online BambooHR process.

By: Until Filled

BambooHR Link: https://sagamokanishnawbek.bamboohr.com/careers/145

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