Executive Assistant to Chief Executive Officer

5 months ago

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

**About Native Women’s Association of Canada (NWAC)**

Native Women’s Association of Canada (NWAC) is a National Indigenous Organization representing the political voice of Indigenous women and girls in Canada. Incorporated in 1974, NWAC is a national Indigenous organization representing political, and cultural well-being and equality of Indigenous women girls, two-spirit, transgender and gender diverse (WG2STGD) people in Canada and the Americas.
- Native Women's Association of Canada is a Great Place To Work certified employer_

**PURPOSE OF THE POSITION**

The Executive Assistant works directly with the Chief Executive Officer. 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. The vacancy arose because of the present incumbent being promoted as a Director.

**SCOPE**

**RESPONSIBILITIES**

The NWAC Executive Assistant will:

- Provide leadership and manage overall administrative functions for the Chief Executive Officer, oversee workflow, troubleshoot and provide assistance where required;
- Provide executive support to the Chief Executive Officer - travel, calendars, meeting planning correspondence;
- Analyze and prioritize incoming and outgoing briefs, memoranda, submissions and reports and prepare and present to the Chief Executive Officer 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 NWAC staff on behalf of the Chief Executive Officer;
- Liaise with external stakeholders including government officials, diplomatic missions, funders and donors etc.;
- 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 Chief Executive Officer, including those of a sensitive or confidential nature and determine appropriate course of action, referral, or response;
- Work closely with the Chief Executive Officer to keep her well-informed of upcoming commitments and responsibilities; following-up appropriately;
- Alleviate the Chief Executive Officer 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;
- Keep track and upload all relevant information for all high level meetings using the Airtable system;
- Assist the Chief Executive Officer in developing and posting day to day messaging on her social media.
- Other related duties as required from time to time.

**Governance Support**
- 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 using Airtable.
- Help organize meetings and teleconferences, including coordinating meeting locations, guest room accommodations, meals and travel.

**KNOWLEDGE, SKILLS AND ABILITIES**

The employee must have qualifications, knowledge and skills in the following areas:
**Knowledge**
- 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.
- Some knowledge and understanding of Indigenous Peoples of 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.)

**Skills**

The employee must demonstrate the following 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;
**Personal Attribu

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