Executive Assistant, Economic Development Sector

3 weeks ago

Ottawa, Canada Assembly of First Nations Full time

**Executive Assistant
- Economic Development**
Internal/ External Posting

**Description**:The Assembly of First Nations Economic Development Sector is seeking an experienced and skilled individual responsible for providing high-level administrative support to the Director of Economic Development.

The role requires exceptional organizational skills, discretion and the ability to handle sensitive information with professionalism. The Executive Assistant acts as a gatekeeper and strategic partner, managing the executive's calendar, communications and prioritizing tasks to ensure that time is optimized. This position demands strong multitasking abilities, attention to detail and the capacity to thrive in a fast-paced, dynamic environment.

Reporting to the Director of Economic Development, the Executive Assistant has the following key responsibilities:
**Responsibilities**:

- Efficiently manage and maintain the director calendar, arranging appointments, meetings and travel itineraries.
- Coordinate and prioritize commitments, ensuring effective time management and avoiding conflicts.
- Prepare meeting materials and agendas and assist in follow-up activities as required.
- Draft and prepare professional business communications, including memos, reports, presentations and other documents.
- Manage internal and external communication on behalf of the executive, maintaining a high level of professionalism and confidentiality.
- Organize and maintain files, records and documents, ensuring easy retrieval and confidentiality.
- Conduct research and gather information on various topics, synthesizing data into concise reports.
- Prepare and distribute meeting minutes, summaries and other documentation as necessary.
- Build and maintain effective working relationships with internal and external parties, including executives, colleagues, clients and partners.
- Coordinate meetings, events and conferences, managing logistics and making necessary arrangements.
- Liaise with other departments and teams, facilitating seamless communication and collaboration.
- Arrange complex travel itineraries, including flights, accommodations and ground transportation.
- Process travel and expense reports, ensuring accuracy and compliance with company policies.
- Monitor and track expenses, reconciling discrepancies and providing regular reports.
- Assist in special projects, research initiatives and strategic assignments as directed by the Director
- Collaborate with cross-functional teams, providing administrative support and ensuring project deadlines are met.
- Act as a trusted advisor to the Director, providing insights and recommendations to optimize their productivity and effectiveness.

**Who Can Apply**: Qualified persons of Indigenous ancestry will be given preference in accordance with s. 16(1) of the _Canadian Human Rights Act_.

**Qualifications**:

- Bachelor's degree in business administration, communications, or a related field (preferred).
- Proven experience as an executive assistant or in a similar role, supporting high-level executives. Experience working directly with First Nations is preferred.
- Excellent verbal and written communication skills, with exceptional attention to detail.
- Strong organizational and time management abilities, with the capacity to prioritize and handle multiple tasks simultaneously.
- Proficient in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint) and calendar management software.
- Discretion and the ability to handle sensitive and confidential information with the utmost professionalism.
- Strong problem-solving skills, with the ability to anticipate needs and proactively resolve issues.
- Adaptability and flexibility to work in a dynamic and fast-paced environment.
- Exceptional interpersonal skills, with the ability to build relationships and collaborate effectively with diverse individuals and teams.
- Excellent written and verbal communication skills, with the ability to effectively communicate complex concepts to diverse audiences.
- Strong critical thinking and problem-solving abilities.
- Ability to work independently, manage multiple tasks and meet deadlines.
- Experience in stakeholder engagement and facilitation of collaborative processes is desirable.
- English is the working language although the ability to communicate effectively in French or an Indigenous language would be an asset

**Salary Range**: AFN offers a competitive salary and attractive benefits and pension plan.

**What can we offer you?**
- Hybrid Work Arrangement (for those located in the National Capitol Region)
- Paid time off for December - January holidays
- 100% Employer Paid Group Insurance, Including Extended Health Coverage, Dental, a Health Spending Account, Short-/Long-Term Disability and Life Insurance
- Pension Plan, with 8% Employee Contribution Matched by Employer
- Annual Amount Towards Participation in Physical Fitness Programs
- Annual Professional Development

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