The Executive Assistant is a primary resource who provides administrative support to the agency’s Board of Directors, CEO / President and Management Team. The Executive Assistant is also 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.
Who can apply:
Persons of First Nations ancestry will be given preference (s.16 (1)CHRA)
Salary Range $61,228 – 78,804 per annum
Applicants must possess:
- Grade 12, and/or a post-secondary education in Secretarial Arts or office administration
- Two years’ experience in an office administration or executive assistant position
- Strong interpersonal skills
- Proficient written and oral communication skills
- Strong Word-processing skills, knowledge of WordPerfect and Microsoft Word
- Ability to communicate in one of the First Nation dialects within the Sioux Lookout Zone an asset
- Strong organizational and coordinating skills
- Exceptional minute taking skills
- Must be willing and able to work flexible hours when required
- Must be willing and able to travel
Roles and Responsibilities:
- Provide direct administrative and office management support to all members of the Board, CEO/ President and Committees as directed.
- Receive and screen all inbound telephone calls, e-mails, and visitors for the CEO/ President.
- Acknowledging receipt of correspondence and following up on phone calls.
- Distributing correspondence to appropriate personnel.
- Maintain work schedule and calendar of CEO/ President.
- Prepare draft reports, presentations, briefing notes, background documentation, and research.
- Review all documents, reports, and correspondence prepared for CEO/ President signature; including but not limited to format, content, grammar, spelling and make edits as necessary.
- Perform sensitive administrative duties for Board of Directors and CEO/ President.
- Assist in handling confidential or sensitive information and knowledge of applicable data privacy laws.
- Assist in keeping the CEO/ President and Senior Managers informed of key issues.
- Ensure travel arrangements are made for the Board of Directors and CEO/ President.
- Receive expense reimbursements from the Board and Committees to ensure completeness and accuracy as per expense policies and forward to appropriate personnel for processing.
- Responsible for overseeing and coordination of logistical functions related to Annual General Meeting, Board, Executive, Senior Management and 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 Senior Management meetings and participate on selected committees and in training sessions as required.
- Maintain a record management system including minute books for the Board and Committees, be a custodian of the corporate seal and ensuring it is affixed to approved legal agreements as directed by the Board and/or CEO/ President.
- Act as resource on By-Laws, policies, procedures, meeting rules of order and other matters within the Jurisdiction of the Board and Committees.
Closing Date: Open to Filled
As per policy, applicants should note that COVID-19 immunization is a condition of employment.
Job Application Form
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