EXECUTIVE ASSISTANT

Department: Administration
Classification/Level: CA5 $51, 480- $62, 920
Employment Status: Regular Full-time

Reporting Relationship:
The Executive Assistant (EA) will report to the Enaagdenjged.

Position Summary:
The Executive Assistant provides high-level, comprehensive administrative assistance to the Enaagdenjged and the Chief & Council (C&C). This position plays a critical role in ensuring the smooth and efficient functioning of the Enaagdenjged’s office by, managing a wide range of administrative tasks, including document management, correspondence, scheduling, event coordination, and team support. This dynamic position requires the ability to anticipate needs, strong time management, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Essential Functions:

Document and Record Management:

• Manage and maintain both electronic and hardcopy filing systems for the Enaagdenjged and Chief & Council, ensuring the safekeeping, organization, and compliance of records.
• Regularly sort and process incoming documents, ensuring timely distribution to the relevant departments with appropriate follow-up actions.
• Assist in the preparation, formatting, and distribution of reports, transcripts, band council resolutions, meeting agendas, and other official documents.

Correspondence and Communication Management:

• Handle correspondence addressed to the Enaagdenjged and Chief & Council by reading, researching, and routing documents to the appropriate parties. Respond to inquiries in a timely and professional manner, providing status updates when necessary.
• Draft and prepare letters, reports, and other forms of communication on behalf of the Enaagdenjged, ensuring clarity and professionalism in all outgoing materials.
• Act as the primary point of contact for internal and external communication, screening and redirecting calls as appropriate while maintaining a welcoming environment for visitors.

Scheduling, Calendar Management, and Meeting Support:

• Manage the Enaagdenjged’s calendar, prioritizing meetings, appointments, and events, ensuring that time-sensitive commitments are handled efficiently.
• Coordinate logistics for meetings, community events, conferences, and teleconferences, including drafting agendas, preparing presentation materials, and recording meeting minutes.
• Assist in scheduling and organizing Management Team meetings and retreats, ensuring seamless execution and follow-up on actionable items.

Event and Community Coordination:

• Collaborate with the Office Administrator to coordinate community meetings, special events, and exchanges of information with external organizations and agencies.
• Assist in the preparation and delivery of presentations and briefings for external stakeholders, as well as community communication via notices and updates.

Timesheet and Payroll Support:

• Assist with the administration and processing of timesheets for both Administration and Managers, ensuring accurate records of hours worked, overtime, and other payroll-related information.
• Ensure compliance with internal policies and procedures related to payroll and time management.
• Grant Research and Proposal Development:
• Research potential funding opportunities, grants, and tendering processes from external organizations that align with the mission of the MFN.
• Develop and maintain a proposal database and assist in writing, organizing, and submitting grant applications in line with best practices to secure funding for MFN projects.

Administrative Support for Enaagdenjged and Leadership Team:

• Provide high-level administrative support to the Enaagdenjged by assisting with briefing notes, speeches, scripts, and other executive-level documents.
• Proactively inform the Enaagdenjged of upcoming commitments, responsibilities, and important events, ensuring smooth day-to-day operations and scheduling.
• Maintain open communication with the management team and participate in meetings to provide necessary information and documentation.

Confidentiality and Compliance:

• Maintain strict confidentiality in all aspects of office operations, safeguarding sensitive information and ensuring that classified documents are properly handled and stored.
• Ensure adherence to organizational policies and procedures, particularly with regard to personnel, financial, and administrative matters.

Special Projects and Team Collaboration:

• Coordinate and manage special projects as directed by the Enaagdenjged, including strategic planning sessions and other initiatives that require cross-departmental cooperation.
• Participate actively in team meetings, ensuring that action items are documented, tracked, and followed up on.

Hospitality and Office Support:

• Provide hospitality to visitors, creating a welcoming atmosphere in the Enaagdenjged’s office.
• Perform general office tasks such as processing the daily mailbox, answering phones, and ensuring the Enaagdenjged’s office is running smoothly.

File and Information Organization:

• Maintain and organize the central electronic and paper filing system, ensuring that all files are up-to-date, accessible, and secure.

Travel and Expense Coordination:

• Make travel arrangements for the Enaagdenjged, including flights, accommodations, and itineraries.
• Complete expense and mileage reports, ensuring that all necessary documentation is submitted in a timely manner for approval.

Qualifications and Requirements:

Preferred

• Diploma from an accredited College in Office or Business Administration, or another related field
• At least three (3) years’ experience in a secretarial/administrative position.

Minimum

• Certificate from an accredited College in Office or Business Administration, or another related field.
• At least three (1) years’ experience in a secretarial/administrative position.

Knowledge and Skills

• Extensive knowledge of diversity culture and traditions of the Anishinabek of MFN.
• Extensive knowledge and experience in working in an office environment.
• Excellent written and verbal communications skills.
• Advanced computer skills, including proficiency with Microsoft Office, Internet, email, and Google Docs.
• PowerPoint/Google Slides/Keynote presentation development skills would be an asset.
• Excellent time and organizational management skills along with the ability to prioritize tasks and effective decision-making ability.
• Successful organization of meetings and taking meeting minutes.
• Ability to take initiative; work independently and with limited supervision.
• Occasional travel is required; and therefore, must have reliable transportation.
• Exceptional attention to detail.
• Ability to conduct research and create reports or presentations.
• Excellent time management.
• Ability to handle sensitive information with discretion.
• Knowledge and understanding of contemporary social, health, economic and justice issues faced by First Nations.

CRC/VSS Rationale: M’Chigeeng First Nation and its agents are in a position of trust in services to band member children and/or vulnerable adults, so a safe and secure working environment is mandatory. Applicants must provide a clear VSS Certificate and the CRC must have a record clear and/or dated of any convictions relating to sexual interference, sexual assault or related charges. The VSS must be current (30 days) and must be an original.

Interested applicants must submit COVER LETTER, RESUME, THREE (3) CURRENT REFERENCES (2 Work-Related references from a direct supervisor/manager and 1-character reference that will be contacted upon a successful interview) and education certifications to:

Closing Date: December 2nd, 2024 

Executive Assistant
[email protected]
c/o Human Resources
P.O. Box 333 M’CHIGEENG, ON P0P 1G0 (Fax 705-377-4980)

LATE OR INCOMPLETE applications will not be considered. Preference will be given to Anishinabek people.
For Job Description, please contact Human Resources [email protected]