Executive Assistant at Sagamok Anishnawbek – Sagamok, Ontario

Community Wellness Department

📍 Location: Sagamok Anishnawbek
👤 Reports To: Director of Community Wellness
💼 Employment Type: Full-Time

Sagamok Anishnawbek is seeking a highly organized and professional Executive Assistant to support the Community Wellness Department (CWD).

As a key member of the management team, the Executive Assistant provides high-level administrative and operational support to the Director of Community Wellness and the department’s leadership team. The role ensures critical administrative processes, operational controls, and communication systems function efficiently while supporting continuous improvement initiatives.

The successful candidate will play an important role in supporting departmental operations, governance processes, and communication between leadership, staff, Chief & Council, and the community.

• Provide direct administrative support to the Director of Community Wellness.
• Manage and coordinate the Director’s calendar, appointments, and scheduling priorities.
• Monitor and prioritize email inquiries and requests, ensuring timely responses and troubleshooting scheduling conflicts.
• Research, prioritize, and follow up on incoming issues or concerns addressed to the Director.
• Draft and manage correspondence while maintaining discretion with sensitive or confidential information.
• Ensure the effective and efficient day-to-day operations of the Community Wellness Department offices.

• Provide administrative support to the CWD Leadership Team and departmental initiatives.
• Compile data and prepare reports, presentations, and documents for meetings, committees, and projects.
• Coordinate the timely reporting and visualization of departmental metrics.
• Assist with managing information requests from internal and external stakeholders.
• Maintain office supplies, subscriptions, and devices for the Director’s Office and CWD programs.
• Provide leadership, organization, and mentorship to administrative and clerical staff to ensure consistent administrative processes.
• Support adherence to ISO-9001 Quality Management standards, ensuring documentation and procedures remain current and compliant.

• Facilitate communications between Community Wellness Department members, Sagamok Chief & Council, the Director of Council Secretariat, and staff.
• Assist with preparing reports and briefing materials for Chief & Council meetings.
• Prepare meeting agendas, record and distribute meeting minutes, and maintain accurate records.
• Coordinate meeting logistics, travel arrangements, accommodations, and professional development opportunities for departmental leadership and committees.

• Post-secondary diploma or degree in Business Administration or a related field preferred.

• Minimum two (2) years of experience in an administrative or executive support role.

• Strong computer proficiency including Microsoft Excel, Word, Access, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and multitasking abilities.
• Knowledge of Quality Assurance Systems / Quality Management Processes.
• Understanding of Community Development processes.
• Ability to maintain professionalism, confidentiality, and sound judgement in sensitive situations.

• Knowledge and understanding of First Nation governance and community priorities.
• Ojibway language skills.
• Knowledge and appreciation of Indigenous culture, traditions, and heritage.

✔ Maintain strict confidentiality in accordance with Sagamok Anishnawbek policies
✔ Sign and comply with an annual Oath of Confidentiality
✔ Clear Vulnerable Sector Screen (VSS) valid within six months
✔ Valid driver’s license and access to a reliable vehicle
✔ CPR and First Aid Certification (or willingness to obtain)
✔ Strong interpersonal and teamwork skills with the ability to resolve conflict and build consensus

This position will primarily be based within Sagamok Anishnawbek administrative offices and other facilities where Community Wellness Department programs and services operate.

The role requires working in a dynamic office environment involving frequent collaboration with staff, leadership, and community members. The position may require occasional travel to meetings and workshops, as well as flexible hours to meet operational needs.

The successful candidate will be subject to a six (6) month probation period.

Interested applicants are invited to submit:

• Cover Letter
• Resume
• Three professional references