First Nation Executive Assistant

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.  

Specific Accountabilities:

Sector Functions 

• 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.  

Team Functions:

Within Sector:

• Attends weekly staff Meetings. 
• Facilitates cross-divisional coordination of travel and plans. 
• Assists in coordinating internal meetings and off-sites, as requested.

Across Sectors and Organization: 

Attends all staff meetings.

Communication Functions:

Internal:

• 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.  

External:

• 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.

Political Functions:

• 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.

Generic Functions:

• 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.

Position Authority:

The position has authority to make travel arrangements and make recommendations on the Director’s schedule.   

Position Scope/Impact of Error:

This position is the “gatekeeper” for all information and communication flowing through and from the Director’s office.   The position also prepares routine emails on behalf of the Supervisor and responds to various inquiries about the Sector and the organization.  Errors may cause delays and conflicts with the Supervisor’s schedule and may cause embarrassment to the Director and the organization.     

Requirements

Knowledge, Experience, Skills & Abilities:

• 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 
• English is the working language; however, the ability to work in both official languages (English/French) is an asset.