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Job summary

The Executive Assistant optimizes the Director's professional efficiency by managing administrative processes, calendars, and correspondence. They also provide governance support, coordinate meetings, and oversee office operations and financial reporting.

Job details

FULL TIME CONTRACT (12 MONTHS) JOB OPPORTUNITY Executive Assistant Salary Range: $25.00/hr JOB SUMMARY: The Executive Assistant plays a key role in optimizing the Director of Family and Community Support Services' 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 Family and Community Support Services department. POSITION DUTIES: Executive Support • Work closely with the Director of Family and Community Support Services to keep them well informed of upcoming commitments and responsibilities and ensure an effective and efficient operation of the Family and Community Support Service’s 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. • Communicate directly and on behalf of the Director, with internal and external stakeholders on matters related to Family and Community Support Services’. • Oversee data management requirements of the Director’s Office, including archiving, retention schedule requirements, and all employment relationships and contracts managed by Family and Community Support Services’ Department. • Support the Department 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 Family and Community Support Services. Administrative Support • Provide overall administrative support to the Family and Community Support Services’ Leadership 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, develop and prepare reports, presentations, and documents for various meetings, committees, and projects. Coordinate the timely reporting and visualization of metrics for all Family and Community Support Services departments/programs. • Assist with the management of information requests and channel them to the appropriate Family and Community Support Services’ members who could respond in a timely manner, while providing excellent customer service. • Maintaining office supplies, subscriptions, and devices for the Director’s Office and other departments of the Family and Community Support Services’ Unit at the Director’s discretion. • Organize, lead and mentor the Administrative/clerical staff to ensure consistency occurs on administrative tasks being completed. • Ensure that adherence of the ISO-9001 requirements is maintained and up to date following the expectations set out in the Standards of Work and other procedural documentation including the Sagamok Family and Community Support Services’ policies, procedures, and standards. • Manage the Family and Community Support Services’ office employees’ biweekly timesheets and leave requests. Coordinate retirement incentives and acknowledgements. • Manage the day-to-day financial transactions with the guidance of the Senior Finance Officer; and correspond with funding partners. Compile financial reports for Director approval as required. Governance Support • Facilitate communications to and with Family and Community Support Services’ Committee 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 Family and Community Support Services’ Committee members with travel, hotel, meetings, and professional learning opportunities. • Coordinate schedules including TERMS AND CONDITIONS OF EMPLOYMENT: * Valid driver’s license and vehicle for on-the-job use. * Must be able to work flexible hours. * Sign and maintain an annual oath of confidentiality. * Secure and maintain certification in Privacy and Confidentiality. * Must provide a criminal record check prior to commencing employment. * Incumbent is subject to three months’ probation. QUALIFICATIONS: • 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 and First Nations Family and Community Support Services’ • 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. • Knowledge of the Child Welfare/Wellbeing system and changes within this scope. • Must be a team player. • Ojibway language, knowledge and appreciation of Native Culture and Heritage are considered definite assets. Qualified candidates are invited to submit their cover letter, resumé and references to: Attn: Human Resources Sagamok Anishnawbek, P.O. Box 2230, Sagamok, Ontario, P0P 2L0 Fax: (705) 865-3307 By: Until filled We thank all applicants for their interest; however, only those selected for an interview will be contacted.

What you’ll do

The Executive Assistant optimizes the Director's professional efficiency by managing administrative processes, calendars, and correspondence. They also provide governance support, coordinate meetings, and oversee office operations and financial reporting.

Requirements

Candidates should have a post-secondary diploma or degree in Business Administration and at least two years of relevant experience. Proficiency in computer software and an understanding of First Nations community services are required.

Listed skills

• Administrative Support · Preferred
• Financial Reporting · Preferred
• Microsoft Excel · Preferred
• Communication · Preferred
• report preparation · Preferred
• Microsoft Word · Preferred
• data management · Preferred
• Stakeholder Management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Data management
• Financial reporting
• Meeting coordination
• Minute taking
• Communication
• Office management
• Privacy compliance
• Report preparation
• Stakeholder management
• Mentoring
• Computer literacy
• Excel
• Word
• PowerPoint
• Quality Assurance
• Presentations
• Governance
• Troubleshooting (Problem Solving)
• ISO 9000 Series
• Support Services
• Prioritization
• Business Strategies
• Leadership
• Microsoft PowerPoint
• Microsoft Excel
• Business Administration
• Finance
• Accountability
• Research
• Customer Service
• Data Management
• Office Supply Management
• Report Writing
• Administrative Support
• Administrative Functions
• Clerical Works
• Computer Literacy
• Valid Driver's License
• Quality Management
• Confidentiality
• Probation
• Financial Statements
• Scheduling
• Child Welfare
• Community Development
• Information Management
• Executive Information Systems
• Taking Meeting Minutes

Job areas

• Administrative
• Management & Leadership
• Social Services
• Government & Public Sector
• Finance & Accounting
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants