EXECUTIVE ASSISTANT

Position Summary:

Under the direct supervision of the Mental Health and Addictions Department Manager. The Executive Assistant ensures assistance is provided to the Mental Health and Addictions Department Manager. The position will be providing a broad range of administrative, secretarial and clerical services (i.e. work processing, routine records, database management, file management, organizing events, travel arrangements, reconciling budget & accounts). A position of this nature is exposed to a range of confidential information and expected to maintain confidentiality and privacy. Work is varied and often in response to Committee decisions that are to be carried out when committee minutes have been formally accepted by Council via motions contained within their meeting minutes. All work performed is according to M’Chigeeng First Nation policy and procedures with the incumbent expected to be efficient and effective in the organization of workflow and work independent of close supervision.

Essential Functions:

 Administration

• To assist the Mental Health and Addictions Department Manager in implementing and carrying out the duties in relation to specific responsibilities, communications, program planning, operational management and financial planning.
• Record department meeting minutes using the standardize format and procedures for meeting minutes.
• Develop and maintain a file management systems procedures manual for efficiency and effectiveness for the retrieval of stored documents.
• Submit to Payroll the department’s timesheet (Future – Bi-weekly complete electronic timesheet template and forward to Payroll, along with all leave forms).
• Receive and forward all leave forms and annual leave requests to Department Manager for review and decision.

 Communications

• Maintain a system for recording recommendations/motions and a cross referencing system for motions ratified by Band Council; and ensure changes communicated.
• Prepare and copy department meeting packages including meeting motion expectation for inclusion in Band Council meeting packages.
• Assist with inquiries regarding MFN programs as well as related, external programs that can be accessed by our community members.

Operational and Program Planning

• Maintains, tracks and records revisions to all MFN Mental Health and Addictions policies and regulations ensuring these are current and up to date.
• Provide assistance to DM with the annual strategic planning objectives.
• Timely completion of the tasks involved with planning, organizing, coordination and setting up for meetings, training, annual planning session and workshops.
• Work as part of team with achieving the goals and objectives set by the Mental Health and Addictions Department
• Prepare and update financial data and reports for department programs in consultation with MFN Central Finance.
• Obtain from MFN Central Finance a general ledger printout for the Department in response to staff requests for providing current balances to program staff when requested.

Qualifications:

• 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.
• Proficient computer skills (i.e. Microsoft Word)
• Excellent organizational skills with ability to prioritize and the 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 a high degree of confidentiality must be maintained.
• Must have experience with recording formal meeting minutes
• Understanding of First Nation issues
• Understanding and fluency of Ojibwe is an asset
• Must have knowledge and/or experience with the language, culture, history and customs of the Anishinaabe.

Vulnerable Sector Screening (VSS) requirement must be 30-days current and must be an original upon hire.

Closing Date:  May 17th, 2024, at 12:00 p.m. (noon)

If you are interested in this opportunity, applicants must submit cover letter, resume, with three current references with contact information (two work related and one character reference) and copies of education certifications to:

Miigwetch to all interested applicants, however only those selected for an interview will be contacted.