Executive Assistant to the Director

April 28 2020
Industries Bank, Insurance, Financial services
Categories Administrative, Clerical, Executive Assistant
West Vancouver, BC • Remote

Are you looking for a meaningful, purpose-led career within a growing organization that is supporting reconciliation? Come work with a passionate team where your contributions matter.


The First Nations Financial Management Board (FMB) is a national organization that supports First Nations in achieving financial standards to improve socioeconomic outcomes for their communities. Since 2006, the FMB has supported over 200 First Nation governments across Canada in developing and strengthening their financial governance practices for increased transparency and accountability.

FMB is committed to our employees, their health & wellness and professional development. We are an inclusive, growing workplace that encourages engagement, diversity, and growth.


Position Overview

Reporting to the assigned Director, the Executive Assistant provides exceptional senior administrative support while handling multiple and simultaneous imposed deadlines. Effective communication and the ability to handle a high volume of work is essential to this position.

A professional and confident communicator, our Executive Assistant engages internal and external stakeholders at all levels, assesses demands and priorities, and develops and presents accurate and well-informed recommendations with confidence and clarity. Significant attention to detail, initiative and accuracy is essential for success.


Accountabilities

  • Provides direct administrative support to the assigned Director and department management team, includes coordinating calendars, meetings, teleconferences, and other appointments as requested;
  • Works closely and effectively with the Director to keep them well informed of upcoming commitments and responsibilities, following up appropriately and proactively;
  • Ensures that the Director is fully prepared for all engagements by providing vital background information as needed;
  • Coordinates meetings, including development and dissemination of agenda, materials, calendar invites, configuration and co-hosting of virtual meetings, catering and hospitality and other logistical arrangements;
  • Accountable for taking meeting minutes when requested and supporting the Director in the follow up, tracking and resolution of action items;
  • Accountable for filing of electronic records in accordance with records management policies;
  • Compiles information for reports from a variety of internal and external sources; undertake research to locate information, summarize material and recommend follow-up action;
  • Liaises with senior leaders, board members and all levels of staff to collect data and produce a variety of documents for the Director;
  • Composes, designs, formats, edits, and distributes correspondences, reports, spreadsheets, and presentations as requested using approved templates and in accordance with FMB branding guidelines;
  • Prepares and/or reviews all documents, reports and correspondences prepared for executive signature for format, content, grammar, spelling and editing as necessary;
  • Coordinate the provision of records to the Board Coordinator for inclusion in meeting material for the Board of Directors and Committees thereof;
  • Produces electronic, scanned, and printed materials as required or requested;
  • Coordinates file management ensuring an efficient digital and hard copy filing system;
  • Anticipates role related administrative issues and assess risks, identifying proactive solutions which will eliminate or mitigate such risks in a timely manner;
  • Plans and coordinates travel arrangements including the booking of air, vehicle and hotel reservations, preparation, and distribution of detailed itineraries. Organizes any required meetings, dinners, or visits;
  • Prepares and submits expense reimbursements for the Director in a timely manner;
  • Assists other Executive Assistants in their absence.


The Executive Assistant performs other related duties as requested.


Qualifications

  • Post-secondary education in Business Administration or a related discipline;
  • Minimum of five (5) years of executive level administrative experience in a national professional services firm (e.g. accounting, law/legal, consulting, etc.);
  • Experience working in an Indigenous environment and working with a Board of Directors would be a strong asset;
  • Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook, Teams);
  • Experience acting in a delegate role within Microsoft Outlook;
  • Exceptional interpersonal skills, including outstanding oral and written communication capabilities;
  • Ability to handle high degree of confidential and sensitive information with tact and discretion;
  • Adaptable and flexible to re-prioritization of various competing demands with proficiency at managing high work volumes in a fast-paced environment;
  • Exceptional organizational skills with a sense of urgency and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail;
  • Must have an understanding, awareness and appreciation of Indigenous culture and history;
  • Willingness to participate in ongoing education and training for the role including Indigenous Cultural studies;
  • Must be fluent in English (spoken and written), French language is considered an asset.


Equivalent or relevant education and/or experience may be considered.


Competencies

Communication

  • Conveys information, both verbally and written, with confidence, consistency, effectiveness, and clarity, using active listening techniques to effectively understand and increase understanding.


Innovative/Initiative

  • Anticipates the implications and consequences of situations and take appropriate action;
  • Ability to be creative, challenge and demonstrate initiative to generate improvements and foster positive outcomes.


Knowledge/Technical

  • Ability to demonstrate proficiency in technical and administrative knowledge to achieve a high level of performance;
  • Keeps informed about current and future trends in relevant areas.


Adaptability/Flexibility

  • Ability to adapt and respond to the changing environment and to constructively create opportunities for change through active participation;
  • Embraces change and demonstrates a willingness to learn new skills and processes.


Discretion and confidentiality

  • Respects the confidentiality of information, spoken and written in confidence without exception;
  • Demonstrates skills of discretion and judgement when handling information from the Senior Leadership team or Board of Directors;
  • Demonstrates a commitment to ethical ways of working and interacting with others.


Detailed and organized

  • Is alert in a fast-paced environment; follows detailed procedures and ensures accuracy in documentation and data; concentrates on routine work details; organizes and maintains a system of records;
  • Able to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules people and tasks effectively.


Working Conditions

  • This position is based in West Vancouver, British Columbia; or Ottawa, Ontario
  • Current remote working due to COVID-19;
  • Occasional national travel may be required;
  • Evening and weekend work may be required occasionally.


What We Offer

  • Salary and annual bonus eligibility;
  • Flexible 37.5-hour work week
  • Employer paid extended benefits;
  • Matching contributions to a group registered pension plan;
  • Annual vacation allowance and thirteen (13) annual paid stat & non-stat days;
  • Work-life balance;
  • Professional development & career growth opportunities.

FMB is an equal opportunity employer that recognizes and celebrates the diversity of all First Nations and people across Canada. We are an inclusive organization that treats all employees equally. As a First Nations Organization, applicants of Indigenous descent are highly encouraged to apply.

Apply now!

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