Executive Assistant (term)

About the position

Position: Executive Assistant (term)
Reports to: Band Manager
Start Date: asap
Status: Full time, temporary (November 2024 – April 30, 2025)
Salary: $25.00 – $28.00 per hour
Location: In person

Summary:

The temporary Executive Assistant (EA) is responsible for providing administrative and logistical support to the Band Manager for all areas of the office. This position’s responsibilities include but are not limited to, office organization, filing and records management, travel arrangements, meetings, agendas, packages and events coordination, taking, recording and distributing minutes as well as human resources administration. This role also requires someone who is highly organized and detail-oriented, able to maintain a high degree of confidentiality, tact, and professionalism to interact with employees, management, and the public.

What you will do:

1. Completes administrative duties which includes filing, photocopying, taking and forwarding phone calls,
2. Provides direct administrative support to all members of the executive team,
3. Provides assistance to the Band Manager with human resources management,
4. Maintains work schedules and calendars of executive management, particularly the Band Manager,
5. Coordinates meetings, which includes scheduling meetings, booking rooms, sending out invitations and tracking responses, taking attendance and organizing catering when required,
6. Creates meeting agendas, packages as well as taking, recording and distributing meeting minutes,
7. Organizes and maintains the Band Manager’s calendar, assists with scheduling, compiling materials as required, arranging logistical support to the Band Manager as needed,
8. Prepares travel schedules, books travel arrangements, and makes reservations for senior management and executive employees,
9. Creates expense reports, pays invoices, and other related duties,
10. Coordinates logistics of executive team programs including meetings, seminars, workshops, special projects, and events,
11. Receives all correspondence coming into the Band Office, assessing the nature and priority of requests, tracks incoming and outgoing correspondence/mail and tracks correspondence requiring a response, obtaining additional information if necessary, advising the Band Manager and other staff members of urgent and sensitive matters,
12. Establishes and maintains databases to track and monitor critical dates, deadlines, monitors action items or requests received from the Band Manager,
13. Follows up on requests for information and assists managers and staff with various administrative, financial, and other matters,
14. Creates correspondence, memorandums, documentation, etc., from written or oral instruction using various software programs,
15. Reviews all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, spelling and makes edits as necessary.
16. Prepares and reviews presentations,
17. Prepares draft reports, background documentation, and research,
18. Manages confidential documentation,
19. Creates and distributes communication on behalf of the Band Manager,
20. Provides support and minor project management for initiatives and special projects as needed,
21. Answers inquiries from members and the public, providing appropriate information and forwarding to the applicable representative,
22. Presents a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons,
23. Other duties shall be assigned as required.

Qualifications: Education and Experience

1. Certified Aboriginal Professional Administrator or Certified Indigenous Human Resources Professional designation an asset
2. Proven working experience in a similar role
3. High school degree

Skill Sets and Competencies:

1. Strong personal interest and commitment to Gitsegukla First Nation’s vision, mission, and values
2. Knowledge of and previous work experience with First Nations Communities and Indigenous Cultures is a definite asset
3. Exceptional knowledge and experience with computers and relevant software applications, including Microsoft Office
4. Good understanding of human resources principles, policies, and procedures
5. Ability to forge strong relationships with a variety of employees, managers, partners, vendors, and partners
6. Approachable, professional, personable and able to build harmonious working relationships with co-workers and all external stakeholders
7. Proficient communication skills both written and verbal
8. Knowledge of customer service principles and practices
9. Ability to support a high-performing team in a demanding environment by taking initiative, prioritizing needs, and meeting tight deadlines
10. Ability to be resourceful and proactive in dealing with issues that may arise
11. Ability to organize, multitask, prioritize and work under pressure
12. Strong knowledge of administrative and clerical procedures
13. Collaborative and able to work independently as well as with others
14. Able to exercise diplomacy, tact, and good judgment
15. Valid driver’s license and ability to travel as required
16. Valid criminal record (CPIC) check

For more information and to apply:

If you are aligned with our values and are committed to supporting our community, please submit your resume and cover letter to *************@mnp.ca with the position title in the subject line.

We encourage applicants to submit applications as soon as possible, as applicants will be reviewed on an ongoing basis. We thank all applicants for their interest; only those selected for an interview will be contacted.

Persons of Indigenous ancestry will be given preference. s16(1) CHR

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