Executive Assistant – ACW

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The Executive Assistant is a primary resource who provides administrative support to the Director of Approaches to Community Wellbeing and the SLFNHA Public Health Physician. In addition, this position will provide administrative and technical support to health committees and working groups as required.

The Executive Assistant is required to maintain confidentiality and professionally interact with management, employees and the public. The Executive Assistant is responsible for a wide variety of administrative duties including but are not limited to reception, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. Other duties shall be assigned as necessary.

The Executive Assistant will report directly to the Director of Approaches to Community Wellbeing.

Who can apply: Persons of First Nations ancestry will be given preference (s.16 (1) CHRA)

Salary range starting from $63,310 to a maximum of $81,483/yearly

QUALIFICATIONS:

  • Post-secondary education in Secretarial Arts and/or Office Administration, minimum education requirement is completion of a diploma
  • Three to six years related experience in an office administration or executive assistant position.
  • At least two years’ experience working with Indigenous Peoples and Northern Communities.
  • Experience in the public health sector is an asset.
  • Superior time management and organizational skills (multi-tasking and prioritizing skills); very detailed oriented.
  • Strong knowledge of office procedures and practices.
  • Must possess excellent written and oral communication skills.
  • Proficient with current electronic communication tools.
  • Strong computer skills: proficiency in Microsoft Office and must include Excel, Outlook, Word, and PowerPoint.
  • Knowledge and experience related to First Nations and corporate governance including the First Nations political environment is an asset.
  • Valid Class G Ontario Driver’s license.
  • As per policy, applicants should note that COVID 19 immunizations is a condition of employment within SLFNHA.

KNOWLEDGE AND ABILITY:

  • Knowledge of the people, culture and health priorities of the First Nations communities in the Sioux Lookout area.
  • Ability to communicate in one of the First Nations Dialects in the Sioux Lookout District is an asset.
  • Ability to work independently with the flexibility to work as part of a team, be adaptable, multi-task, meet deadlines and take initiative.
  • Ability to perform the physical demands of the job and work assigned shifts.
  • Professional demeanor appropriate to and reflective of SLFNHA.
  • Ability to respond to very fast-paced work environment and rapidly shifting priorities.
  • Ability to build collaborative and supportive relationships with all members of the Management Team.

RESPONSIBILITIES:

  • Provide direct administrative assistance and office management support to all members of the Director, Public Health Physician, and their relevant working groups and committees as directed.
  • Through the maintenance of a filing system, prepare and distribute and keep record of minutes, develop and draft documents, arrange teleconferences, arrange meetings, arrange travel and complete necessary paperwork, and other related duties as required.
  • Perform sensitive administrative duties for Public Health Physician and Director.
  • Provide administrative assistance to Approaches to Community Wellbeing Management/Administrative Team as necessary.
  • Acknowledging receipt of correspondence and following up on phone calls.
  • Photocopying and distributing correspondence to appropriate personnel.
  • Maintain work schedule and calendar of Director and Public Health Physician.
  • Prepare draft memos, letters, reports, presentations, briefing notes, contract requests, requests for proposals, proposals, background documentation, and research.
  • Review all documents, reports, and correspondence prepared for Director and/or Public Health Physician’s signature; including but not limited to format, content, grammar, spelling and make edits as necessary.
  • Assist in handling confidential or sensitive information and knowledge of applicable data privacy laws.
  • Assist in keeping the Director, Public Health Physician, and management team informed of key issues.
  • Ensure travel arrangements are made for the Director, Public Health Physician, and relevant committee members.
  • Receive expense reimbursements from the Director, Physician, and relevant committees to ensure completeness and accuracy as per expense policies and forward to appropriate personnel for processing.
  • Responsible for overseeing and coordination the logistical functions related to working groups, negotiation tables, and other committee meetings including but not limited to scheduling and organizing meetings, preparation of meeting materials and annual reports, providing notice of meeting time, date and venue, taking minutes, disseminating reports, coordinating and taking follow-up actions as required including communication with and distribution to the appropriate management and/or staff.
  • Attend managers team meetings and participate on selected committees and in training sessions as required.
  • Maintain/update a record management system (both paper and electronic files) including minute books for the Director, Physician, and committees
  • Act as resource on Approaches to Community Wellbeing and SLFNHA policies and procedures
  • Maintain and update policies and procedures.
  • Support program development activities.
  • Coordinate special projects and events on behalf of the Director, Public Health Physician, and relevant committees.
  • Responsible for the setting up and coordinating meetings, e.g. Chief & Council, Tribal Councils, Agencies, etc.
  • Act as role model of the organization’s values in daily work activities.
  • Performing errands/duties at various sites as required.
  • Performs other related duties as assigned.

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To apply for this job email your details to human.resources@slfnha.com

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