Executive Assistant

3 days ago

Happy ValleyGoose Bay, Canada Torngat Wildlife, Plants and Fisheries Secretariat Full time

Who We Are

The Torngat Wildlife Plants and Fisheries Secretariat is an administrative unit, a research hub, and public policy organization that supports the activities of the Torngat Wildlife and Plants Co-management Board, and the Torngat Joint Fisheries Board. Both boards were created by the Labrador Inuit Land Claim Agreement and are responsible for a range of decision-making and recommendation processes related to the management of wildlife in the Nunatsiavut region.

Overview of the Role

Reporting to the Executive Director, the Executive Assistant is responsible for ensuring the smooth running of day-to-day operations in the Executive Office by providing executive level administrative guidance and support to the Executive Director, Torngat Joint Fisheries Board, and the Torngat Wildlife and Plants Co-Management Board. You offer an additional level of strategic direction and support that enables the Executive Director, and the organization, to deliver against its mandate and achieve daily operational excellence in an efficient and effective manner.

Leveraging time-management and problem-solving expertise, you'll adeptly support governance across two boards of directors. Your tasks include coordinating travel, processing expense claims, planning and attending meetings, and ensuring thorough follow-up. You'll be responsible for drafting minutes and managing correspondences, all while exuding professionalism, meticulous scheduling, confidential communication management, and discretion.

Your proactivity and attention to detail are essential for anticipating the needs of the Executive Director and the Boards. Your communication skills will solidify your position as a trusted colleague. We seek a candidate who has initiative, drive, and a strategic mindset, eager to enhance processes and executive achievement.

The Torngat Secretariat aims to attract the most capable candidate. If you excel in any of the following areas, let us know:

  1. Financial accounting: Experience in payroll, accounts payable, or financial management software is highly valued.
  2. Communications: Skills in professional writing, social media, or strategic communications will bolster your candidacy.
  3. Employee relations & organizational effectiveness: A natural people person who strives to create meaningful relationships with coworkers built on trust and mutual respect, coupled with strong knowledge of policy and process best practices to create an engaged and motivated workforce is highly valued and preferred.
  4. Research: A knack for working with reports, datasets, and funding proposals will be a significant advantage.

Responsibilities

  • Provide daily executive support to the Executive Director which includes, but is not limited to:
  • Managing and maintaining calendar, meeting scheduling, phone calls, task prioritization and reminders;
  • Proactively scanning the Executive Director's calendar for emerging issues and manage accordingly;
  • Coordinating attendance at meetings and conferences including travel arrangements;
  • Screening incoming phone calls and resolving and/or referring inquiries based on knowledge and understanding of the Secretariat objectives;
  • Drafting correspondence on behalf of the Executive Director;
  • Drafting reports, presentations, and other materials as required;
  • Assisting the Executive Director in ensuring all deadlines are met and adhered to;
  • Assisting the Executive Director in ensuring project and budgets are on schedule;
  • Following up with colleagues reporting to the Executive Director to ensure projects are on schedule, budgets are met, and safety planning is prioritized.
  • Plan, schedule, and organize Board Meetings, ensuring they are highly organized, efficient, and well planned, which includes, but is not limited to:
  • Assisting the Executive Director with a broad range of duties related to board meeting management, and organizational administration that may include special focus areas such as financial accounting, communications, or research depending on the strengths of applicants;
  • Preparing and distributing meeting materials in adherence with organizational timelines, including the agenda, appropriate board reading materials, etc.;
  • Secure location and venue including catering arrangements and day-of setup (i.e., tech, refreshments, etc.);
  • Coordinating travel arrangements and logistics;
  • Providing technical support for virtual participants;
  • Taking meeting minutes, ensuring proper review and approval post meeting;
  • Distributing approved minutes and coordinating the follow-up of action items from the board meeting.
  • Observing organizational processes and looking for efficiencies, taking ownership and implementing recommendations where appropriate;
  • Taking the lead on ensuring the work-life balance of the Secretariat staff, arranging moral boosting opportunities, and attention to the overall atmosphere of the team.

Ideal Candidate

  • Degree or Diploma in a recognized business administration or related field.
  • 5+ years of relevant experience in a complex administrative position (an equivalent combination of education and experience may be considered).
  • Demonstrated interest in professional development.
  • Demonstrated initiative in past roles, taking on progressively complex tasks.
  • Ability to work independently and in collaboration with colleagues to ensure important internal communications are received and understood.
  • Ability to multitask and prioritize in a time sensitive environment.
  • Strong research and communication skills (oral and written).
  • Exceptional critical thinking and problem-solving skills.
  • Demonstrated independence in decision-making within established guidelines.

What We Offer

  • Salary commensurate with experience and qualifications
  • Sunlife Health and Dental Insurance Plan - 100% coverage
  • 22 days of annual leave with incremental increases after each 5-year period with the Secretariat
  • 5 annual hunting, fishing, and gathering days
  • Statutory holidays with additional ones that have significance to Nunatsiavut history
  • Defined Contribution Pension Plan (Employer Matched) - 3.5%
  • RRSP Contribution (Employer Matched) - 2.5%
  • Travel benefit - $900 per year for employee and dependents
  • Labrador allowance - $3,000 per year / $6,000 with dependents
  • Clothing allowance - $500 annually
  • Professional Development Opportunities

The Torngat Secretariat is committed to building and maintaining a diverse workforce and an inclusive work environment. We are a proud equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other protected characteristic that makes us unique.

Location: Happy Valley-Goose Bay (In-Office)

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