Executive Assistant

Sagamok Anishnawbek

39d

About The Position

The Executive Assistant plays a key role in optimizing the Director of Finances' professional efficiency and enables the Director to focus on strategic business priorities and leadership initiatives.

They 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 Finance department.

Requirements

• Must provide a negative Criminal Records Check (CPIC) that is valid within 6 months.
• Maintain strict confidentiality in accordance with policies established by Sagamok Anishnawbek.
• Is subject to six months’ probation.
• Must have a valid Ontario driver’s License and have access to a vehicle for on the job use with appropriate liability insurance.
• 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.
• Strong written and verbal communication skills.
• 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
• Must have excellent computer skills – Excel, Word, Access, PowerPoint, etc.
• Knowledge of the Quality Assurance System/Quality Management Process
• Knowledge of the Community Development Process.

Nice To Haves

• Ojibway language, knowledge and appreciation of Native Culture and Heritage are considered definite assets.

Responsibilities

• Work closely with the Director of Finance to keep them well informed of upcoming commitments and responsibilities and ensure an effective and efficient operation of 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.
• Oversee data management requirements of the Director’s Office, including archiving, retention schedule requirements, and all employment relationships and contracts managed by Finance.
• Support the organization’s leadership 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 Finance.
• Provide overall administrative support to the Finance 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 and prepare reports, presentations, and documents for various meetings, committees, and projects.
• Coordinate the timely reporting and visualization of metrics for all education departments.
• Assist with the management of information requests and channel them to the appropriate member who could respond in a timely manner, while providing excellent customer service.
• Maintaining office supplies, subscriptions, and devices for the Director’s Office.
• Organize, lead and mentor the Administrative/clerical staff to ensure consistency occurs on administrative tasks being completed.
• Manage the day-to-day financial transactions.
• Compile financial reports for Director approval as required.
• Facilitate communications to and with FAC 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 FAC members with travel, hotel, meetings, and professional learning opportunities.
• Coordinate schedules including the Director’s and FAC.

Benefits

• Comprehensive benefits packages for full time employees with Employee and Family Assistance Program, MY HSA (Health Spending Account)
• Registered Retirement Plan (employer matching option)
• Opportunities for professional development

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree