Executive Administrative Assistant

2 weeks ago

Truro, Canada Atlantic First Nations Water Authority Inc Full time

ATLANTIC FIRST NATIONS WATER AUTHORITY (AFNWA)

POSITION DESCRIPTION

POSITION Executive Administrative Assistant to the Chief Executive Officer (CEO)

DEPARTMENT Administration

PRIMARY FUNCTION

You will be responsible for your personal safety and that of your co-workers by observing all
Occupational Health and Safety Rules and Regulations and AFNWA’s Occupational Health and Safety
Program Manual.

DUTIES AND RESPONSIBILITIES
- Collecting information and preparing status reports and updates on strategic objectives, corporate balance scorecard results, and other operational performance metrics. Compiles reports, data, statistics and information as requested.
- Coordinates and prepares materials for AFNWA Board and Board Sub-Committee meetings; and is the corporate administrator for software/systems to support the AFNWA Board.
- Prepares correspondence and reports from written or verbal instructions. Frequently prepares correspondence that is self-composed.
- On behalf of the CEO, schedules and arranges appointments, travel, boardroom space and equipment, compiles agenda items and background information, records and prepares meeting minutes, and follows up on the status of action items. Maintains and updates organizational documents as required.
- Arranges and co-ordinates special functions including the annual general meeting, public meetings, and employee recognition events etc.
- Triages inquiries coming into the CEO’s office and makes referrals within AFNWA or to other agencies as required. Brings high profile issues, serious complaints and other matters of priority to the attention of the CEO or the appropriate Department Head/Director in a timely manner.

Works closely with other Departments to ensure inquiries to the CEO’s Office receive a timely response. Serves as a resource person for employees and general public seeking information from the CEO’s office.
- Responsible for day-to-day management of the CEO’s office budget including preparing projections, keeping accurate, up-to-date records and ensuring payment processes are followed in an accurate and timely manner. Processes and approves payments, in accordance with AFNWA policies, invoices for departmental supplies and services.
- Coordinates provision of overall administrative support to the Executive Team through arranging and leading regular meetings with departmental Administrative Assistants, developing schedules to ensure there is in-office coverage and coverage for vacation and holidays, and a balanced allocation of administrative duties. Mentors other administrative staff throughout the organization and provides input on corporate training needs, tools and policies that support administrative professionals throughout the organization.
- Supports the production of the Annual Report, Annual Business Plan and reports and presentations as required.
- Conduct research to support the preparation of reports, memos, and correspondence.
- Maintain confidential records and files in accordance with any relevant agreements, contracts, legislation or policies.
- Responsible for special assignments and other related duties as assigned.

REPORTING RELATIONSHIPS

Reports to Chief Executive Officer

MINIMUM QUALIFICATIONS:

- Post-secondary Diploma in business administration or a related field, or equivalent.
- Minimum five years of related experience in an administrative support role, preferably with a

First Nation organization or agency.
- Must have a valid driver’s license.

Other Knowledge, Skills, and Abilities
- Proficiency in typing (speed and accuracy)
- Knowledge of office systems, procedures, and file/records management.

2
- Demonstrated effective interpersonal and customer relations skills.
- Demonstrated ability to work independently with mínimal supervision and identify and/or solve problems proactively.
- Demonstrated ability to produce accurate information.
- Excellent communication (written and verbal) skills.
- Excellent organizational and problem-solving skills.
- High degree of professionalism and confidentiality.
- Strong knowledge of and appreciation for Indigenous Communities and Culture and how they relate to the workplace.
- Self-motivated with an ability to prioritize and multi-task effectively under pressure.

CLOSING DATE: Monday, August 14, 2023

APPLICATION INSTRUCTIONS:
3

**Job Types**: Full-time, Permanent

**Salary**: $61,404.00-$76,755.00 per year

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Day shift
- Monday to Friday
- Overtime
- Weekends as needed

Ability to commute/relocate:

- Truro, NS: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Administrative: 5 years (preferred)

Work Location: In person

Application deadline: 2023-08-1

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