Executive Assistant, Operations

Job Overview:

Under the direction of the Director of Operations, the Operations Executive Assistant will perform a variety of complex and responsible duties to relieve the Director of Operations of administrative detail. The Operations Executive Assistant will serve as an administrative aide and confidential assistant for the Director of Operations and will perform other duties relative to assigned areas of responsibility. These duties will include, but not be limited to, the coordination of information processes and organizations procedures, the gathering and distribution of qualitative and statistical reporting. The Operations Executive Assistant will participate in and/or manage special projects and other assignments as required.

Scope of Authority and Responsibility:

The Operations Executive Assistant is responsible for duties related to the Director of Operations as follows:

• Serving as a confidential assistant;
• Composing correspondence, reports and recommendations independently from drafts and/or oral instructions and preparing for signatures;
• Arranging appointments/meetings, reviewing and sorting incoming mail and generally responding to routine matters;
• Providing accurate and efficient typing services;
• Providing statistical reports to assist the Director of Operations in managing various department reporting requirements and ensuring all information is entered before deadlines so that an accurate count can be reported in keeping with standards and procedures;
• Conducting periodic audits of the Operations department and submitting audits to the Director of Operations as may be requested;
• Maintaining and creating forms and templates for use within the Operations department; preparing, revising and/or designing of forms utilized by all the Operations staff as directed by the Director of Operations;
• Preparing meeting materials for all meetings as may be required; serving as recording secretary, taking and transcribing minutes; assuring appropriate dissemination of minutes including safekeeping of historical documents; ensuring that committee members are made aware of meeting dates and that all details for the meeting are completed in advance i.e. room bookings, notification of the meeting, etc.;
• Assisting Operations Director, Finance Controller or Finance Manager with the development of Board reports, presentations and any other reports as required;
• Assisting with financial audits;
• Entry of payables onto DEXT;
• Assist in compiling/presenting documents for the Annual General Meeting, and planning as required;
• Overseeing the maintenance of confidential files for the Operations Division;
• Communicating with staff, community partners, and vendors on behalf of the Director of Operations in providing information, resolving problems and conducting routine business;
• Organizing all travel arrangements for the Director of Operations and Finance Controller/Finance Manager, HR Manager as required;
• Composes correspondence, memorandums and all other communications independently;
• Participate in or manage special projects as assigned.

Organizational Responsibilities:

As a representative of Kanawemahwasowin Kamik Inc., the Operations Executive Assistant is responsible for:

• Reflecting and interpreting the Organizations Vision, Mission and Core Values in his/her own work with enthusiasm and commitment;
• Acting in accordance with relevant laws and Organizations Policies, Standards and Procedures;
• Support events, include attending organizational events and assisting in every way through volunteering for specific tasks and event detail; setup/take down;
• Proposing changes within Kanawemahwasowin Kamik Inc that would improve the quality of service to Neyaskweyahk Cree children, families and communities;
• Developing and maintaining respectful, cooperative working relationships to contribute to the integrated, seamless delivery of services to Cree children, families and communities;
• Understanding his/her role and responsibility in maintaining a safe workplace and reducing workplace injuries;
• Applying Cree culture, values, traditions and teachings into work/programming where possible;
• Ensuring accuracy, confidentiality and safekeeping of organizations records;
• Participating constructively in the supervision process with the Executive Director or designate;
• Other obligations assigned by their supervisor.

Working Relationships:

• The Operations Executive Assistant works closely with the Director of Operations and KKI Management including; Human Resources Manager, Finance Manager and
• Attendance in Management meetings as required.

Knowledge, Skills and Abilities:

• Computer operations, software and competent working with a variety of office equipment;
• The functions and duties of administrative offices;
• Competent with minute taking and Roberts Rule of Order;
• Correct grammar, vocabulary, spelling, and punctuation;
• Principles of letter writing, and report preparation and writing.
• Exercises good judgment and makes appropriate decisions;
• Communicates clearly and concisely both orally and in writing;
• Proper telephone techniques and etiquette;
• Strong interpersonal skills;
• Interacts positively, pleasantly and professionally with all visitors and employees of the organization;
• Enthusiasm for engaging with people; comfortable working with Neyaskweyahk Cree children and families and persons of different background;
• Works well under pressure;
• Mental dexterity; comprehends and correctly explains policies and rules;
• Maintains confidentiality of privileged information obtained during the course of work;
• Meets the public in situations requiring tact, diplomacy and discretion;
• Provides information to staff members, external agencies in a helpful, courteous and timely manner;
• Establishes effective working relationships with those contacted in the course of work;
• Analyzes situations accurately and adopts an effective course of action;
• Plans and organizes work to meet schedules and timelines in an environment with constantly changing priorities;
• Demonstrates the ability to work within the policies, procedures and the vision, mission and core values of Kanawemahwasowin Kamik Inc;
• Has a good knowledge of the Cree culture and issues affecting Maskwacis Cree children, families and communities in and around Maskwacis;
• Has the ability to understand and/or speak the Cree language;
• Ongoing capacity to stay on top of changes in job functions.

Education and Experience:

• An Administrative diploma from a recognized post secondary institution is required.
• Candidates without the specific education qualifications, but who possess an appropriate combination of child welfare experience and other academic qualifications will also be considered.
• A minimum of 3 years experience at a Senior Administrative level is required.
• Experience working with First Nations communities or organizations.

Requirements:

• Valid driver’s license and own vehicle is essential
• Clear Criminal record check and Child Welfare Intervention Record Check
• Successful completion of Criminal Record Check (including Vulnerable Sector Screening)
• Ability to work flexible hours and to travel;

Work Environment:

• Office environment in climate-controlled space
• Moderate to light lifting
• Sitting for long periods
• Light lifting in event detail, take down and clean up.
• Given the traditional practices of the Maskwacis Cree, from time to time there can be expose to wood smoke and the burning of medicines, including tobacco, sweetgrass, sage, cedar or fungus, will occur within the work setting.

Equipment/Tools Used:

• Phone, computers, printers, copiers and other office related equipment.