Executive Assistant Health Department

4 weeks ago

Thunder Bay, Canada Independent First Nations Alliance Full time

Independent First Nations Alliance is dedicated to promoting health and wellness within our communities while upholding cultural values and practices. We are seeking a dynamic and organized Executive Assistant to support the efficient functioning of our Health Services Department. This role manages communication, documentation, and logístical aspects to ensure the department's operations run smoothly and effectively.

**Responsibilities**:
**1. Communication Oversight**:

- Manage and facilitate communication channels within the department and with external stakeholders.
- Attend meetings as directed or upon request to document and take minutes
- Initiate or respond to inquiries on behalf Health Services.

**2. Document Management**:

- Organize and maintain essential documents, reports, and correspondences vital for health initiatives.
- Implement appropriate filing systems for easy access and retrieval.
- Maintain records of applicable resolutions, letters of support, and correspondence.

**3. Cultural Liaison**:

- Serve as a cultural liaison, respectfully navigating community protocols and practices in communications and engagements.

**4. Event Planning and Support**:

- Coordinate and assist in organizing events relevant to health, such as meetings, community outreach programs, and cultural gatherings.

**5. Administrative Support**:

- Provide administrative support to the director, managing calendars, scheduling appointments and meetings, and coordinating travel arrangements.
- Assist in budget preparation and monitoring budgets as assigned.
- Prepare minutes, reports, proposals, etc., as assigned.

**Position Requirements**:

- Post-secondary education, undergraduate degree, diploma, or equivalent combination of education and executive assisting or office management experience.
- 3 years of practical experience in administration, management, or advisory services.
- Financial literacy in accounting concepts related to budget control and expenses.
- Excellent computer skills: Word Office, Excel, MS Outlook, and PowerPoint.
- Clear Criminal Record Check with Vulnerable Sector Check and proof of immunizations (or valid medical exemption)
- Driver’s license G with clear driving abstract and reliable vehicle
- Ability for occasional travel to IFNA communities via small aircraft and/or vehicle
- Strong interpersonal and communication skills (written and oral).
- Experience maintaining confidentiality (HIPAA compliant).
- Ability to multitask and work with mínimal supervision.
- Understanding of Indigenous history, traditions, and beliefs.
- Ability to speak one of the Indigenous dialects is an asset.
- Familiarity with Indigenous communities and organizations is preferred.
- Note: Flexibility is key at IFNA. You may occasionally cover tasks outside your role, ensuring comprehensive support for our organization's mission._

We offer a full benefits package including health, dental, life insurance, short
- and long-term disability, pension and vacation starting at 3 weeks.

**Salary Range**: $60,000 - $69,450

**Schedule**: Regular hours from Monday to Friday with overtime required based on program needs.

**Deadline**: Position will be open until filled.

Pay: $60,000.00-$69,450.00 per year

**Benefits**:

- Casual dress
- Company events
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Store discount
- Tuition reimbursement
- Vision care
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- Day shift
- Monday to Friday

**Education**:

- Bachelor's Degree (preferred)

Work Location: Hybrid remote in Thunder Bay, ON P7B 5N3

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