Executive Assistant

5 months ago

Ottawa, Canada Makonsag Aboriginal Head Start Inc Full time

Executive Assistant
- Makonsag offers a full day, culturally based, licensed early learning and care center for 49 children including infants, toddlers, and preschoolers. This is a culture-based program for learning Indigenous traditions, values, and principles - protecting the land and respect for life. There is an onsite cook serving traditional foods and the program is located in a newly renovated building located on Courtwood Ave., off Woodward and Maitland._

Would you like to work in a community that fosters the holistic growth of Indigenous children? Do you have experience in the Indigenous community, identify as an Indigenous person, have an interest in learning more about the Indigenous culture? Makonsag, a licensed childcare centre, is looking for an Executive Assistant to join our team As an Executive Assistant, you will carry out a wide range of administrative functions to support the team, such as setting up a system for tracking all requests and approvals, filing and reporting process and administrative human resources processes.

**Benefits of Working at Makonsag**:

- Continuous opportunities for professional growth
- Celebrate cultural teachings and incorporate in program curriculum
- Exciting professional development opportunities in Ottawa, Ontario and throughout Canada
- Cultural connections with other Indigenous ECEs and Early Learning community
- Competitive salary and benefits
- Opportunities to participate in other projects, community outreach and educational environments.

**In this role you will**:

- Perform general office management duties providing organized and proactive administrative, technical, and logístical support.
- Act as the primary contact for all administrative matters, issues, concerns relating to the Executive and management team and ensuring compliance with established policies and procedures.
- Making recommendations and participating in the development and implementation of administrative policies, procedures, systems and practices to improve and optimize administrative processes.
- Preparing, letters, memos, briefing notes, reports, spreadsheets, etc. Proofreading for errors in typing, spelling and grammar, and making necessary corrections; creating presentation materials, charts/tables, and graphics, as required; manipulating stored material to edit, rearranging text and performing fully programmable features such as reformatting, paginating, merging, copying, moving, etc.
- Inputting purchase orders and keeping track of receipts. Assuming responsibility for purchasing supplies and services as necessary.
- Maintaining financial documents/records.
- Maintain the filing system; paper and digital.
- Prepare agendas and minutes when needed.
- Sorting, distributing, and taking action on incoming correspondence and other documents for approval, attaching background information, maintaining bring forward system; setting up and maintaining manual/electronic filing systems; tracking and ensuring timely preparation of correspondence and other documents for signature of Executive Director to meet due dates.
- Ensure an efficient flow of information internally and externally.
- Maintain a healthy and safe environment as per Makonsag policies and procedures, and Ministry requirements
- Attend meetings and/or professional development sessions as required
- Promote an atmosphere of caring, sharing, honesty and respect.
- Other duties as required

**To qualify for this role you have**:

- Business Certificate and/or 2 years’ experience in an Executive supportive administrative role.
- Experience working in an Indigenous organization is an asset.
- Excellent relationship building skills with the ability to maintain positive relationships internally and with external stakeholders.
- Must be dependable, able to follow instructions, respond quickly to management direction and be responsible for all administrative functions within the Executive Director’s and management team.
- Ability to plan, prioritize, organize, and manage time effectively.
- Highly motivated individual with the ability to work with mínimal supervision.
- Excellent organizational and communication skills and an ability to follow through on assigned duties independently with strict deadlines.
- Ability to establish priorities and meet established time frames in fast paced environment.
Strong reasoning skills to determine extent of information to be provided in response to inquiries and can work with the other team members to determine matters of priority for the Executive Director and management team.
- Maintain professionalism and strict confidentiality with all materials.
- Demonstrated written and oral skills to compose communications, notes, etc. from brief verbal instructions and ensure accuracy of typed material.
- Proficient working knowledge of MS Office Software, internet, and general office equipment.
- Standard First Aid, including infant and child CPR
- Police record check (vulnerable sector

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