Executive Assistant

1 week ago

Thunder Bay, Canada Matawa Health Co-operative Full time

**MHC Executive Assistant Job Description**
**PURPOSE OF THE POSITION**

Matawa First Nations established the Matawa Health Co-Operative. This provincially incorporated Co-Op consists of the nine Matawa member communities - Webequie, Neskantaga, Nibinamik, Eabametoong, Marten Falls, Aroland, Ginoogaming, Long Lake #58 and Constance Lake First Nations.

The MHC Executive Assistant shall work closely with the MHC Executive Director and the Matawa Health Cooperative staff. He/she will report to the Executive Director of the Matawa Health Co-Operative.

The Executive Assistant is a highly-skilled and self-motivated professional who will work closely with the Executive Director, Board of Directors and Health Co-Operative Staff in a dynamic but demanding and fast-paced administrative office environment.

**SCOPE**

Under the supervision of the MHC Executive Director, the Executive Assistant provides day-to-day support and assistance for the MHC Executive Director, and Board of Directors as required by providing secretarial support that includes managing documents and workflow; coordinating appointments, travel/accommodations/meeting arrangements and by assisting and referring callers.

The Executive Assistant will work with the Matawa Health Co-Operative health team in coordination to meet the needs and/or requests of the direction from the MHC Executive Director.

**RESPONSIBILITIES**

Correspondence and Workflow
- Coordinate activities for the Executive Director and MHC Health Staff:

- Coordinate and maintain up-to-date filing systems for general correspondence and issues in the MHC Executive Director’s office;
- Play a key coordinating and resource-person role in planning, organizing, monitoring and managing the affairs of the Matawa Health Co-Operative;
- Provide general assistance to the MHC Executive Director by referring correspondence for action/response, by obtaining briefs from appropriate departments of the MHC and by monitoring and tracking correspondence including project submissions and funding arrangements;
- Prepare correspondence, and memorandums, assist in the preparation and publication of annual reports and other reports;
- Provide regular team support, feedback and cooperation to Reception/Administrative staff;
- Assist the MHC Executive Director in arranging monthly financial meetings with Finance team, maintain Funding Agreements and reporting requirements;
- Develop and maintain files and templates for resolutions, assembly and meeting materials;
- Contact First Nations and organizations to poll and/or collect data onstrategic initiatives, as directed.
- Meetings for Board of Directors and Annual General Meetings
- Coordinate and maintain an up-to-date schedule of MHC Executive Director’s activities and meetings;
- Organize and coordinate meetings and conferences including telephone and video conferences;
- Record, transcribe and/or prepare, copy minutes, summary of motions passed for MHC Executive Director, Board of Directors, Board Committees and other meetings and to submit all documents in a timely manner for review;
- To maintain and safe keep of all minutes of the Board of Directors and their committees.
- To maintain and safe keep all Annual General Meeting minutes (AGM) and original signed resolutions passed at the AGM and any and all records including First Nations resolutions required for the AGM as per by-laws.
- Travel and Appointments
- Coordinate and arrange all travel and accommodations for the MHC Executive Director, Board of Directors as well as for Clinical staff, guests/delegates as directed;
- Prepare and submit expense claims for the MHC Executive Director; prepare travel reimbursement claims (invoices) for travel sponsored by third parties;
- Ensure that expense/travel claims for the Board of Directors are prepared and accounted for as per Matawa policies and procedures.
- Communication, Referrals and Public Relations
- Develop and maintain a cooperative working relationship with MHC staff and Matawa organizations, other Tribal Councils and political organizations such as NAN. Liaise with the callers and the public regarding Matawa Health Co-Op issues:

- Provide telephone information, assistance and referrals for guests and callers;
- Assist with distribution of information and hand-out materials at the office and public events;
- Form contacts and linkages with member First Nations and Aboriginal organizations as well as non-Aboriginal organizations and government offices.
- Supervisory
- **Supervise, direct and train summer students, interns and other placements working under the Matawa Health Cooperative;**

Other
- Other duties related to effectively operate the Matawa Health Co-op office, as assigned.

**KNOWLEDGE, SKILLS AND ABILITIES**
**Knowledge**
The incumbent must have proficient knowledge in the following areas:

- A Degree/Diploma in Office Administration or related field, and
- At least five years’ experience in a senior secretarial/administrativ

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