First Nation Executive Assistant

Spirit Omega Inc•Ottawa, ON

About The Position

The Executive Assistant provides executive support and takes direction from and reports to the Supervisor. The incumbent works closely in a one-on-one working relationship to effectively keep them well informed of upcoming commitments and responsibilities by following up appropriately. Duties include but are not limited to arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external emails.

Requirements

College Diploma/ 3-year BA in administration or similar field of study
Minimum of 5 years’ experience executive assistance experience supporting Senior Management of an organization.
Excellent advanced computer skills, including Microsoft Office, Word and Excel
Excellent oral and written communication skills
Tact and diplomacy in dealing with sensitive and confidential matters
Must have strong client relations experience in dealing with various levels of representatives

Nice To Haves

The ability to work in both official languages (English/French) is an asset.

Responsibilities

Completes a broad variety of administrative tasks for the Director including managing an active calendar of appointments.
Sets deadlines and delegates work on behalf of the Director within the Sector and follow-ups on tasks and activities.
Completes expense reports, arranging detailed travel plans for the Director.
Prepares itineraries, agendas and meeting minutes; and compiling documents for meetings and/or for travel-related meetings.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Director including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Facilitates cross-divisional coordination of travel and plans.
Assists in coordinating internal meetings and off-sites, as requested.
Edits and completes first drafts for written communications such as emails, memos, minutes.
Provides a bridge for smooth communication between the Director's office and internal departments as well as the CEO’s office.
Interacts and positively communicates with others via telephone, in-person, and Skype, etc.
Serves as the primary point of contact for external constituencies on all matters pertaining to the Director.
Communicates directly through emails and telephone on behalf of the Director, with government representatives, Chiefs, First Nations and all other contacts, on matters related to Director’s programmatic initiatives.
Assists the Supervisor with the planning of the Sector’s Chiefs Committees, Technical Committees, and/or Working Groups.
Provide support with special projects from time to time as required.
Assists in planning of meetings held twice annually in July in different locations and December in the Ottawa area, as required.
Participates in political rallies as required.
Complies with organization's policies and procedures.
Submits vacation, sick and special requests through the BambooHR leave system to the Director.
Conducts other duties as assigned by the Director.