2024-061 Executive Assistant to the Chief Executive Officer

ATIKAMEKSHENG ANISHNAWBEK

Atikameksheng Anishnawbek will thrive together as a strong and proud Nation by honouring our gifts of Anishinabemowin and the Life of the Land.

Competition Number: 2024-061

Position: Executive Assistant to the Chief Executive Officer

Department: Administration

Employment Status: Full Time

Salary: $29.51 - $35.26/HR – 35 Hours per Week

Location: Naughton, ON

Closing Date: November 7, 2024 at 4:00pm

POSITION SCOPE:

The Executive Assistant shall provide support to the Chief Executive Officer to ensure successful completion of the tasks and assignments undertaken by the Director. The Executive Assistant will be successful in combining tasks, prioritizing the workload, setting and achieving goals, able to delegate and demonstrate proactive forward thinking.

REQUIRED QUALIFICATIONS:

Mandatory Requirements

• A College Diploma in Office Administration
• A minimum of three (3) years of relevant Administration working experience
• Or 7 years’ experience in an office environment
• Windows and Microsoft Office suite
• Knowledgeable in Word, Excel, PowerPoint, Publisher, Acc Pac, DocuShare, and Access

Additional Requirements

• Time management
• Organizational management
• Demonstrated keyboarding of 41-60 words per minute
• Good oral communication skills: to answer telephones; greet visitors, exchange information with co-workers, interact with the Chief Executive Officer on a daily basis
• Experience working with documents: preparing correspondence, proofreading, labels, preparing forms, scanning and transferring information
• Ability to exercise discretion in handling confidential subject matter
• Ability to work evenings and/or weekends when required
• Ability to travel when required
• Positive Role Model for the Community
• Demonstrate maturity both professionally and personally
• Class “G” Licence
• Knowledge of Atikameksheng Anishnawbek culture and traditions

KEY RESPONSIBILITIES:

Public Relations

• Greet visitors, ascertain nature of business and direct visitors to the Director or appropriate person
• Greet telephone and electronic inquiries; and relay telephone calls and messages
• Exchange information about ongoing work with co-workers and colleagues
• Interact with the Chief Executive Officer on a regular basis; clarify tasks, schedule appointments, discuss work processes
• Liaise with departmental and corporate officials and with other organizations and associations on behalf of the Chief Executive Officer and Committee(s) as requested
• Provides information for the newsletter and annual report
• Coordinate the gathering of information for requests from the Chief Executive Officer
• Prepare correspondence and responses to all requests for release of information

Administration

• Provides administration support to the Chief Executive Officer
• Prepare, and proofread correspondence, invoices, presentations, brochures, reports and related material
• Distribute material to ensure the effective flow of information to the Director to ensure the flow of information; and to meet deadlines
• Schedule and confirm appointments, order supplies, answer telephone and electronic enquiries
• Ensure effective file management
• Record and prepare minutes of meetings
• Distributes minutes and agendas one week in advance of meetings
• Completes and distributes monthly reports
• Reminds other areas of operations of their reporting timelines
• Compiles membership statistics of the community and provides these completed reports to membership services
• Compile data, maintain statistics and other information
• Organize conferences
• Prepares travel advances, coordinates the travel arrangements, prepares travel reconciliation
• Works on special projects as assigned by the Chief Executive Officer
• Schedules rooms, arranges meals, prepares minutes for meetings as required
• Conduct research, compile data, and prepare papers for consideration and presentation by the Chief Executive Officer and the Committee(s)
• Prepare agendas and make arrangements for committee, board and other meetings
• Ensures smooth flow of communication from the Chief Executive Officer to staff and community
• Assist Chief Executive Officer with preparation of and follow-up on monthly and annual program statistics, activity reports, annual report
• Develops the yearly work plan

We offer attractive benefits, opportunities for advancement and an engaging work environment. We offer a RRSP with a matched contribution at a rate of 5%, EFAP program, and health and insurance coverage and benefits.

Please refer to our website: Atikameksheng Anishnawbek for posting details. A detailed job description is available upon request. Please quote the Competition No. in your cover letter and resume, and submit by email to employment@wlfn.com, by fax to 705-692-5010 or by mail to:

Human Resources,
25 Reserve Rd,
Naughton, ON
P0M 2M0

Please note that preference will be given to qualified Indigenous applicants. Please self-identify.

Only those considered for an interview will be contacted.