Office of the Ontario Regional Chief – Executive Assistant

3 weeks ago

Toronto, Canada Chiefs Of Ontario Full time
Office of the Ontario Regional Chief – Executive Assistant

The Chiefs of Ontario are seeking an experienced and proficient Executive Assistant (EA). The EA would also be responsible to coordinate to assist with the facilitation and administrative aspects of a three-year collaborative project with the Canada Border Service Agency (CBSA), Immigration Refugee Citizenship Canada (IRCC), Crown Indigenous Relations and Northern Affairs Canada (CIRNAC) and members of the Jay Treaty Border Alliance (JTBA).

Location: Hybrid – Remote and Chiefs of Ontario Secretariat Office, 468 Queen St East, Toronto Ontario

Duties and Responsibilities:

  • Provide executive level assistance to the Ontario Regional Chief and the Chief of Staff on day-to-day administrative duties by:
  • Drafting and typing correspondence, reports, and internal office communications.
  • Reviewing incoming correspondence and responding to routine inquiries, delegating as appropriate.
  • Taking minutes of meetings as required; preparing meeting agendas, information kits, distribution, etc.; ensuring appropriate employees/departments receive direction resulting from the meetings in a timely manner.
  • Establishing and maintaining a system for all materials relevant to the Chief of Staff and the Ontario Regional Chief (e.g., meeting notes, materials which require comment, etc.).
  • Scheduling, planning, and executing all arrangements necessary for the preparation of meetings and appointments.
  • Arranging and confirming travel and accommodations as requested by the Ontario Regional Chief and the Chief of Staff.
  • Coordinating Leadership Council meetings, preparing and sending material to participants, confirming presenters, preparing minutes, and recording decisions.
  • Ensuring systematic follow-up and sustained collaborative interactions with the Government of Canada.
  • Contributing to the strategic execution of the JTBA working tables.
  • Serving as a direct liaison between First Nation Leadership and the Government of Canada regarding the JTBA.
  • Ensuring efficient outreach and engagement with all relevant stakeholders.
  • Scheduling, coordinating, and organizing meetings and logistics.
  • Conducting follow-ups to ensure progress and continuity.
  • Following up with Government Departments and JTBA members.
  • Providing progress reports and preparing memos, briefing notes, speaking notes, and presentations.
  • Attending meetings, gatherings, and traveling when required.
  • Consistently demonstrating courteous, cooperative, and helpful behavior to all contacts, internal and external.
  • Carrying out other duties as required.

Minimum Requirements:

  • Bachelor’s degree in political science, policy, or another relevant field or equivalent.
  • Proven experience in project management and administrative support services.
  • Previous experience working with or within First Nations organizations and entities is essential.
  • Knowledge of First Nation traditions, cultures, and values; understanding the history and relationship between First Nations and the Crown is an asset.
  • Robust organizational skills with the ability to manage multiple tasks simultaneously.
  • Excellent communication skills, both written and verbal.
  • The capability to work autonomously and as part of a diverse team.
  • Ability to use Teams or Zoom to host and coordinate meetings.
  • Exceptional knowledge of various computer applications (MS Word, MS Excel, MS PowerPoint).
  • Excellent project coordination skills with the ability to prioritize workload and manage multiple projects.
  • Demonstrated ability to problem solve and function independently.
  • Must be trustworthy, reliable, and maintain confidentiality.
  • Preferably fully vaccinated against COVID-19.

Benefits:

  • Hybrid Work Arrangement
  • Two (2) Weeks Paid Time Off for December Holiday Break
  • Two (2) Weeks of Paid Vacation per Year, Progressively Increasing After Years of Service
  • Three (3) Weeks of Paid Sick Leave per Year
  • Five (5) Days of Personal Time per Year
  • 100% Employer Paid Group Insurance, Including Extended Health Coverage, Dental, a Health Spending Account, Short-/Long-Term Disability, and Life Insurance

DURATION: One year contract.

Application Instructions: Send a letter of application, resume, and include 2 references marked confidential to: opportunities@coo.org

Interviews will be held on Zoom. While we appreciate all applications, only those candidates short-listed for an interview will be contacted.

Successful Candidate must be eligible to work in Canada.

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