Executive Assistant

Given the nature of the role, the incumbent is entrusted with access to confidential information and is expected to uphold the highest standards of confidentiality and discretion. Responsibilities are diverse and often guided by decisions made through committee processes, which are actioned following formal approval by Council via recorded motions.

All duties are carried out in accordance with M’Chigeeng First Nation policies and procedures, and the position requires a high level of independence, efficiency, and organizational skill in managing daily workflow without close supervision.

Operational & Program Planning

• Maintain, track, and update policies and regulations relevant to CP&PW (e.g., Tenant & Housing Policies).
• Recommend software tools for improved tracking of services, asset management, and budgeting.
• Assist the Department Manager in developing and achieving annual strategic planning goals.
• Coordinate logistics for meetings, training sessions, workshops, and annual planning events.
• Support budget preparation, including compiling data, tracking expenses, and retrieving financial printouts from Central Finance.
• Prepare and submit financial forms such as Purchase Orders, cheque requisitions, and journal entries; ensure timely invoice payments and track expenditures.

Facility & Asset Management

• Coordinate bookings for Saswaahns and Ojibwe Lodge; manage rental payments, inspect facilities, book cleaning services, and arrange contractor repairs. Maintain records of expenses and services.
• Assist the Fire Prevention Officer with fire department operations, including supply orders, equipment and apparatus maintenance, certification tracking, and documentation updates.

Housing Support

• Prepare correspondence, maintain housing files, and assist with housing program forms and reports.
• Track and monitor monthly income and expenditures for each CMHC rental unit (e.g., service calls, utilities, renovations).
• Respond to housing inquiries from Band Members or refer to appropriate programs.
• Document and follow up on tenant concerns and housing-related requests.
• Assist with housing and renovation inspections; complete reports, order supplies, contact contractors, and ensure timely follow-up.
• Conduct on-site visits and bi-annual/annual housing inspections as required.

Qualifications/Requirements:

• Post-secondary diploma in Business Administration or related field: a combination of three years related training and work experience will be considered.
• Must have working knowledge of meeting procedures and file management.
• Must have working knowledge of computer software programs (Microsoft Word, Excel, PowerPoint, Outlook)
• Excellent organizational skills with ability to prioritize and Time Management.
• Ability to handle multiple tasks simultaneously.
• Excellent communication skills, verbal, written and public relations.
• Must have good working knowledge of office procedures.
• Must have excellent inter-personal skills and the ability to work with all ages.
• Having a fundamental knowledge of public works services, how they are delivered, and the working of community infrastructure is an asset.
• Understanding home construction, housing inspections, the renovation process, CMCH requirements for First Nations housing is an asset.
• A valid G Licence (and a clean drivers abstract) as you will be required to travel within the community for different purposes.
• Knowledge and/or experience with the language, culture, history and customs of the Anishinaabe is an asset or a willingness to learn.