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Executive Assistant

2 months ago

Halifax, Nova Scotia, Canada Meridia Recruitment Solutions Full time
Executive Assistant

Indigenous Treaty Partners is seeking a highly skilled and experienced Executive Assistant to join their dynamic team.

About Indigenous Treaty Partners:

  • Headquartered in Halifax, NS, Indigenous Treaty Partners is an Indigenous-owned and operated business recognized for their expertise in supporting international and Fortune 500 corporations in development projects with Indigenous Nations.
  • The company is known for delivering comprehensive, multi-year National cultural training programs and offers robust Indigenous services, including Professional Indigenous Ally Training programs and Reconciliation Action Planning.
Responsibilities:
  • Calendar Management: Manage the executive's calendar, scheduling meetings, appointments, and travel arrangements, with a focus on coordinating engagements with Indigenous communities and corporate partners.
  • Communication Liaison: Serve as the primary point of contact between the Founding Partners and internal/external stakeholders, ensuring clear, respectful, and culturally appropriate communication.
  • Administrative Duties: Manage administrative tasks such as expense reports, invoicing, and record-keeping, ensuring compliance with organizational policies and maintaining financial integrity.
  • Document Preparation: Prepare, edit, and manage correspondence, reports, presentations, and other documents, ensuring accuracy, cultural relevance, and alignment with ITP's mission.
  • Personal Task Management: Assist the Founding Partners with ad hoc personal tasks, including managing personal appointments, coordinating household or family-related logistics, and handling other personal errands.
  • Meeting Coordination: Organize and coordinate meetings, events, and conferences, ensuring all logistical aspects are handled with sensitivity and precision.
  • Strategic Support: Assist in the development and implementation of strategic initiatives that support ITP's mission and strengthen relationships with Indigenous Treaty Partners.
  • Project Coordination: Support various projects by tracking progress, coordinating tasks, and ensuring timely completion, working collaboratively with team members and partners.
  • Confidentiality Management: Handle confidential information with the highest level of discretion, maintaining professionalism and trust in all interactions.
  • Technology Utilization: Utilize office software and tools effectively to streamline processes and enhance productivity, particularly in virtual and remote settings.
  • Research and Analysis: Conduct research and compile data to support strategic decision-making processes, incorporating Indigenous perspectives and priorities.
  • Training and Development Support: Assist in the onboarding and training of new team members, ensuring they are well-versed in ITP's values, mission, and administrative processes.
Requirements:
  • Executive Support Experience: At least 5 years of proven experience as an Executive Assistant or in a similar role, with expertise in supporting organizations that engage with stakeholders and navigate the challenges of a growing and dynamic environment.
  • Founders and Leadership Collaboration: A strong track record of working directly with founders or executive leadership, particularly in entrepreneurial settings, demonstrating the ability to anticipate needs and provide strategic support in a fast-paced environment.
  • Organizational and Communication Skills: Exceptional organizational and time-management abilities, with excellent written and verbal communication skills that emphasize clarity, respect, and cultural sensitivity.
  • RFP and Project Coordination: Strong background in supporting the preparation and submission of Request for Proposals (RFPs) and coordinating multiple projects simultaneously, ensuring alignment with strategic objectives and timely delivery.
  • Technical Proficiency: Proficiency in using office software and tools, such as Google Suite, CRM software, calendar management systems, and virtual meeting platforms.
  • Client Acquisition and Market Research: Proven experience in supporting client acquisition efforts, including market research, identifying potential clients, and assisting in the preparation of presentations and proposals.
  • Independence and Collaboration: Ability to work both independently and collaboratively, demonstrating initiative, reliability, and strong problem-solving capabilities.
  • Adaptability and Attention to Detail: Flexibility to adapt to changing priorities and demands, coupled with a strong attention to detail and a proactive mindset to anticipate the needs of the executive and the organization.
Preferred Qualifications:
  • Project Management Skills: Experience in project management and coordinating cross-functional initiatives, particularly those involving Indigenous partners.
  • Relevant Education: Relevant certifications or training in executive support, administration, or related fields.
  • Bilingual or Multilingual Abilities: Proficiency in additional languages, especially French or Indigenous languages, is highly desirable.
Why Join ITP?

At Indigenous Treaty Partners, you will have the opportunity to work in a meaningful environment that values diversity, inclusivity, and the unique perspectives of Indigenous communities. You will play a crucial role in supporting our mission and contributing to Reconciliation that positively impacts Indigenous Peoples across Canada.