Executive Assistant at Sagamok Anishnawbek – Sagamok, Ontario

• 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.

• 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.

COMPENSATION & 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

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