Executive Assistant to The President

4 weeks ago

Gatineau, Canada Native Women's Association of Canada Full time

**Summary**

The Executive Assistant is also responsible for building and maintaining good working relationships with all stakeholders. The Executive Assistant will also perform administrative support tasks such as filing, ordering supplies, and scheduling travel.

The Executive Assistant works directly with the President and will be working out of our downtown Ottawa location. This position requires an organized, thoughtful and creative communicator that works effectively in a fast-paced environment. This exciting opportunity will make a difference in the lives of Indigenous women in Canada and around the world.

**General duties**

The NWAC Executive Assistant will:

- Provide leadership and manage overall administrative functions for the President, oversee work flow, troubleshoot and provide assistance where required;
- Provide executive support to the President - travel, calendars, meeting planning correspondence;
- Analyze and prioritize incoming and outgoing briefs, memoranda, submissions and reports and prepare and present to the President for review and approval;
- Prepare meeting agendas and briefings, maintain meeting notes and arrange for implementation of action items and motions of the board of directors;
- Liaise with internal departments and with other organizations and associations on behalf of the President;
- Draft outgoing correspondence in accordance with instructions provided;
- Review all outgoing correspondence for accuracy;
- Screen all incoming information including telephone calls and correspondence;
- Research, prioritize, and follow up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature and determine appropriate course of action, referral, or response;
- Work closely with the President to keep her well-informed of upcoming commitments and responsibilities; following-up appropriately;
- Alleviate the President of routine administrative details, including: review of incoming correspondence; compilation of reports; sending meeting invitations, preparation of presentations; preparation of expense report; and completion of scheduling and monitoring;
- Other related duties as required from time to time.

**Governance Support**
- Work with the President to manage processes;
- Maintain a detailed knowledge of the governance processes and protocols of the Association, including in-depth knowledge of bylaws, Societies Act and other statutory requirements for non-profits;
- Assist in maintaining all required governance documentation, including agendas, preparing meeting materials and packages, meeting calendars, minutes, action items and motions;
- Help organize meetings and teleconferences, including coordinating meeting locations, guest room accommodations, meals and travel.

**Studies and Experience Requirement**
- University degree in public administration or a relevant discipline;
- Minimum of 7 years’ experience in a related executive administrative role;
- Experience with NGOs, organizations, interest groups and government or government agencies or business/corporate entities.

**Key Skills**
- Ability to communicate effectively and collaboratively with internal and external stakeholders;
- Ability to think critically and act logically to evaluate situations, solve problems and make decisions;
- Ability to take directions and work independently;
- Excellent interpersonal skills;
- Ability to prioritize, multi-task and organize work effectively and under pressure;
- Excellent knowledge of technical documentation best practices;
- Other related duties as required from time to time.

**Knowledge Requirements**
- Some knowledge and understanding of Indigenous Peoples in Canada and internationally, their cultures, histories and traditions;
- Knowledge and understanding of contemporary concerns and issues in the doing of Indigenous business in Canada;
- Understanding and knowledge of Indigenous issues, and norms and standards relevant to promotion and protection of Indigenous women’s rights;
- Some knowledge of key issues impacting Indigenous women and girls in Canada and internationally;
- Some understanding of social policy (including violence prevention and impacts, health, housing, etc.)

Please submit your resume and cover letter to:

- **We thank all applicants for their interest in this opportunity. Only those selected for an interview will be contacted.**_
- **Accommodations will be provided at all stages of the hiring process. We ask applicants to make their needs known in advance.**_

**Job Types**: Full-time, Fixed term contract
Contract length: 12 months

**Benefits**:

- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care

Schedule:

- 8 hour shift
- Holidays
- Monday to Friday
- Overtime
- Weekend availability

Ability to commute/relocate:

- Gatineau, QC: reliably commute or plan to relocate before starting work (preferred)

Work Location: In person

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