Executive Coordinator

Posted: December 10, 2024

The Role

Position Status: Full Time (40 hours/week), 1 Year Contract with Possibility of Becoming Permanent

The Organization
Rupertsland Institute (RLI) is an affiliate of the Métis Nation of Alberta and has a triple mandate in education, training, and research. With a decentralized network of 10 METI-Service Centres, a Corporate Head Office in Edmonton, and two mobile service units; RLI designs and delivers training and education services to more than 140,000 Alberta Métis.

The RLI Vision is: “A Skilled and Knowledgeable, Self-Reliant Métis Nation.”
The RLI Mission is: “To enhance the self-sufficiency and well-being of Alberta Métis through quality education, training, and research.”

The Opportunity

Rupertsland Institute (RLI) is recruiting for an Executive Coordinator (EC), located in Edmonton, AB. The Executive Coordinator (EC) will provide operational and strategic support to the Chief Executive Officer (CEO) and manage the administrative functions of the Board of Governors. This role is a combination of administrative, organizational, and stakeholder engagement responsibilities, ensuring that executive operations align with Rupertsland Institute’s (RLI) mission. The EC will work closely with the CEO, RLI Board, and external partners to foster educational, training, and research opportunities for Métis citizens.

To Fit the Role

Responsibilities:

Executive and Administrative Operations:

• Oversee and manage the daily operations of the Office of the CEO, ensuring efficient workflow and coordination.
• Anticipate needs and provide confidential administrative support to the CEO and Senior Management Team (SMT) to ensure outcomes are delivered in a timely and efficient manner.
• Lead the planning and organization of executive meetings, conferences, and events, including coordinating logistics such as venue, catering, and travel arrangements.
• Attend meetings, events, and other functions to support the CEO.
• Draft correspondence, reports, presentations and other materials on behalf of the CEO, ensuring they align with RLI’s strategic objectives.
• Respond to internal and external inquiries (via phone call and email) in an accurate and timely manner.
• Organize, maintain, and coordinate CEO records, contracts, files, and mail/packages. Ensure the safeguarding of all confidential files.

Board Operations and Governance:

• Coordinate and prepare materials for RLI Board and Committee meetings, including agendas, meeting packages, and meeting minutes.
• Assist Board committees with logistics, communications, and follow ups, facilitating their roles in education, training, and strategic planning initiatives.
• Track and report on Board of Governors mandates, ensuring compliance with RLI’s operational and strategic objectives.

Stakeholder and Partner Relations:

• Develop and maintain partnerships with internal and external stakeholders, including Métis community leaders, government representatives, post-secondary institutions, and external agencies to promote education and employment initiatives.
• Act as a resource to RLI’s research, policy, and strategic partnerships initiatives to ensure alignment with RLI’s mission.
• Represent RLI in community and stakeholder meetings, advocating for Métis education, training, employment, and research services.

Special Projects and Strategic Initiatives:

• Assist with special projects as assigned by the CEO, ensuring alignment with RLI’s strategic priorities and operational plans.
• Coordinate with the SMT to develop and implement new processes and policies that enhance RLI’s operational efficiency and impact.

Other:

• Maintain a professional image when interacting with stakeholders, presenting RLI’s vision, and upholding the organization’s standards of confidentiality, integrity, and cultural awareness.
• Maintain a high level of political awareness, cultural sensitivity, professionalism, and confidentiality in all interactions.
• Willingness and ability to work evenings and weekends for RLI events and other activities.
• Willingness and ability to travel, as required.
• Other duties as required.

Education and Experience:

• Degree in Business Administration, or a related field.
• Minimum five (5) years in administrative or operational roles, with experience supporting executive leaders.
• Experience in an Indigenous environment and nonprofit organization.
• Experience and/or familiarity with Board operations and governance.

Location

Rupertsland Institute Head Office, Edmonton AB

Skills and Qualifications:

• Strong knowledge of Métis history, culture, practices, and people.
• Understanding of best practices in non-profit Policy Governance and policy-process at federal and provincial levels of Government.
• Strong understanding and experience with administrative requirements respective to an Executive office.
• Ability to organize and support an Executive Office.
• Strong writing skills with the ability to create, review, and edit various types of documents.
• Excellent verbal and listening skills, with the ability to effectively communicate with RLI staff/post-secondary partners/industry/community/RLI partners and affiliates, etc.
• Ability to present and interact with professionals for information gathering, networking, and information sharing, within meetings and events.
• Exceptional customer service skills.
• Strong interpersonal skills, professionalism, and a positive attitude.
• Strong cultural and political sensitivity and awareness.
• Ability to work independently and collaboratively with diverse teams and stakeholders.
• Ability to build strong relationships with internal and external stakeholders.
• Strong sense of ethics and the ability to handle and maintain confidentiality for sensitive or private information.
• Ability to work in a fast paced, dynamic environment and be adaptable and flexible to changing priorities.
• Strong organizational, time management, and project management skills, with the ability to multitask and meet tight deadlines.
• Sound planning, prioritization, execution skills and strong attention to detail.
• Proficient in Office software including Excel, Word, Outlook, Teams, and SharePoint. Willing to learn new software programs.

Rupertsland Institute (RLI) Offers:

• A competitive salary with comprehensive benefits plan including life insurance, critical illness, health spending & more!
• Employer matching pension plan.
• Generous flex days and vacation time.
• Meaningful work in a culturally rich working environment.
• Continuous learning and professional development opportunities.

The starting salary for this role is approximately $70,000 and commensurate with skills, experience, and education.

Application Deadline

January 12, 2025

Application Procedure

To apply,please send your resume and cover letter (required) to employment@rupertsland.org by January 12, 2025, quoting ‘EC’ in your email subject line.

Rupertsland Institute thanks all applicants for their interest. Only successful applicants will be contacted. No phone calls please.