Executive Assistant

It is the mission of Tungasuvvingat Inuit (TI) to broadly provide Inuit-specific programs that contribute to the health and wellbeing of Inuit and to encourage and support similar programs for Inuit across the country. With over 30 years of highly successful experience in crafting the design, development, and delivery of a wide range of effective, client-centered services, TI continues to deliver quality programs and services that directly benefit our growing urban Inuit population.

Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for the Executive Director (ED) and serves as a liaison with the TI Board of Directors. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

General Responsibilities

1.Executive Director Support:

· Participates in developing strategic and financial planning to increase financial stability and growth based on meeting TI’s vision.

· Provides strategic advice on financial trends, opportunities, and investment strategies (e.g., developing a risk profile for TI’s investments).

· Manages assets to maximize the benefit to the organization and establishes a system of internal controls over TI’s financial affairs to safeguard financial assets and for effective management by directorate and program management.

· Leads the design, development, and implementation of organization-wide financial policies and procedures (e.g., credit card, petty cash, etc.) and identifies the need for policies or procedures that relate to financial budgeting and controls, reporting systems, accounting procedures, and investment activities.

· A key component of this role is managing a large number of contribution agreements to ensure that the program requirements are met. Investigates new ways to create efficiencies, improve operations, and create innovation in the organization.

· Reviews and analyzes external policy documents, legislation, briefs, reports, and proposals.

· Oversees bi-weekly payroll time entry and T4 preparations.

· Oversees all corporate payments. Oversees the development of systems that enhance financial management of the organization including forecasting, resource funding, purchasing, cost-benefit studies and other systems.

· Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED's ability to effectively lead the organization.

• Edits and completes first drafts for written communications to external stake holders.
• Follows up on contacts made by the ED and supports the cultivation of ongoing relationships.
• Organizes and maintains corporate filing systems in both electronic and hard copy format.
• Responds to enquiries (phone and email) and refers complex issues to appropriate resources.
• Develops and maintains comprehensive mailing and email distribution lists.
• Develops and maintains a library of publications.
• Files and retrieves documents and reference materials.

• Provides a bridge for smooth communication between the Executive Office and Executive Directors.

• Facilitates and participates as an adjunct member of the Executive Team including scheduling and attending all meetings.

• Facilitates for the Executive Director, the signing of the following (but not limited to):

o Transfer Agreements

o Program Contribution Agreement Activity and Financial Reporting

o Professional consulting contracts

o Leases

o Funding proposal approvals

o MOU’s

o Job evaluations

o Job descriptions

o Job Action Requests

o Payment requisitions

• Liaising with internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.

• Works with the Communications Manager on key internal and external communications.

Organize and facilitate meetings both internally and externally that require the attendance or input of the Executive Director.

3. TI Board support and Liaison:

• Serves as the ED's administrative liaison to TI's Board of Directors.

• Remain in compliance with applicable rules and regulations set in bylaws regarding board and board committee matters.

• Arrange and attend board meetings according to an approved BOD meeting schedule.

• Prepare draft agenda for ED’s approval.

• Prepare draft minutes of previous BOD meetings and distribute.

• Prepare board resolutions according to assigned actionable items.

• Records minutes of Board meeting, maintains Board minute books, ensuring signed minutes are received and filed.

• Prepares draft minutes for ED’s review and distribution to the Board prior to the next meeting.

• Maintains discretion and confidentiality in relationships with all board members.

• Assists board members with travel arrangements, lodging, and meal planning as needed.

4. Community Relations and Advocacy:

• Advocates for TI, promoting the organization as well as the mission, vision and values of the organization.

• Establish good working relationships and collaborative arrangements with community groups and funders at the municipal, provincial and federal level; with politicians and other organizations to help achieve the goals of TI.

• Promotes linkages and partnerships within various sectors to ensure culturally appropriate services and increase service options for urban Inuit.

• Build and sustain close, collaborative relationships with other Aboriginal and Inuit Organizations.

• Demonstrate the corporate values of TI which are consistent with Inuit Qaujimajatuqangit in professional conduct.

Professional Qualifications

The ideal candidate will have a thorough understanding of Inuit culture, values, Inuit Qaujimajatuqangit and traditional practices. The Executive Assistant (EA) is responsible for making decisions based on their knowledge of the priorities and availability of the ED and/or the Board of Directors (BOD). The Executive Assistant must assess the relevance of requests to access the ED/BOD, and provide timely responses to staff, stakeholders, partners, and community accordingly. As the EA is often the first point of contact to the ED or BOD, the EA must decide whether to escalate a potentially contentious matter or not. These decisions can greatly affect the reputation of the organization and require discernment and a thorough understanding of TI’s policy and procedures for these types of requests.

Excellent interpersonal and team building skills, communication and presentation skills, mediation and negotiation skills, conflict resolution skills, problem-solving, decision making and time management skills, strong project management skills, research and analysis skills, adept with MS-Office. The ability to work effectively with all personality types; to prepare proposals, briefings, notes, proposals, and reports; and to function effectively in a cross cultural, high pressure, and high stress environment are all requirements of the position.

Salary and Benefits

· TI offers a competitive total compensation package. Employees are provided with an exceptional benefits plan which includes major medical and dental coverage for the employee and their dependents, and employee life insurance. TI also offers a Group RRSP benefit plan for eligible staff.

· TI provides paid sickness, personal and family sickness leave days, and a 24/7 confidential Employee and Family Assistance Plan.

Deadline for applications is May 7, 2024.

To apply, please submit your resume to careers@tiontario.ca.

Preference in hiring will be given to qualified Inuit candidates; applicants are encouraged to self-identify. Interested candidates are encouraged to visit our website at to learn more about our programs and services.

The successful candidate for this position will be required to obtain a vulnerable sector check with results acceptable to TI. Accommodation for applicants with disabilities is available upon request.

This position works out of TI’s 1071 Richmond Road.

We thank all interested applicants in advance for their interest. Only individuals selected for interviews will be contacted.

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Tungasuvvingat Inuit (TI) in Ottawa, Ontario, Canada