Executive Assistant

2 months ago

Thunder Bay, Canada Oshki-Pimache-O-Win: The Wenjack Education Institute Full time

**WHO WE ARE**:
Oshki
- Wenjack’s mission is to achieve excellence as a leader in the innovative design and delivery of quality post-secondary and training programs which meet the wholistic educational needs of Nishnawbe Aski Nation and other learners in a safe, inclusive, supportive, and culturally enriched learning environment.

**VISION STATEMENT**:
Oshki-Wenjack is the Institute of choice for Indigenous learners and provides wholistic, expert-designed, and accredited post-secondary and training programs. Oshki-Wenjack builds self-awareness in learners and empowers them to contribute to the community, economic and cultural growth of Nishnawbe Aski Nation and other communities.

***

**KEY RESPONSIBILITIES**
- Perform a wide variety of administrative tasks.
- Manage verbal and written communication with employees, key groups, and other external parties.
- Coordinate with IT to ensure smoothness of meetings and presentations.
- Efficiently handle multiple calendars and schedule day to day activities.
- Arrange, schedule, and organize staff and leadership meetings.
- Prepare and distribute meeting notifications.
- Collect agenda items and any required materials as well as updates or changes.
- Create required agendas.
- Record minutes of meetings and agenda items.
- Complete any special projects including creating PowerPoint presentations and or special reports.
- Coordinate travel details for the Leadership Team with other admin staff.
- Keep the President and Vice President advised of time sensitive and priority issues.
- Maintain paper and electronic filing systems.
- Coordinate and liaise with other Oshki-Wenjack staff as needed; play a key role in the coordination with staff efforts both within and outside the department.
- Assist Human Resources as required.
- Coordinate scheduling of interviews.
- Conduct phone screenings for interviews.
- Liaise with human resources.

**Other Duties**
- Take personal responsibility to increase sensitivity, awareness, and implementation of Oshki-Wenjack cultural teachings and organizational practices in both professional conduct and work-related deliverables.
- Access and utilize Elders and Knowledge holders for teachings and guidance as it relates to work deliverables.
- Be prepared to work in conjunction with the philosophy and mandate of the Institute.
- Adhere to the Policies and Procedures as set by the Institute.
- Always maintain professionalism.
- Adhere to the Code of Ethics and positive relationship building.
- Regular attendance and conduct at work as per the requirements of Oshki-Wenjack Policies and Procedures.
- Assist in policy development.
- Marketing initiatives

**COMPETENCIES REQUIRED**

**Specific Knowledge**:

- Knowledge of Indigenous culture, traditions, and Indigenous communities
- Exceptional writing skills to produce professional workplace correspondence.
- Word formatting
- Proficiency in Microsoft Office Tools such as PowerPoint, Word, and Excel
- OneDrive
- ESA Legislation
- Indeed
- Social media platforms

**Skills and Attributes**
- Takes initiative.
- Motivated and driven.
- Possess a professional and warm demeanor, with a track record of managing sensitive situations tactfully and diplomatically.
- Excellent oral and written communications skills to effectively interact with team members and any external parties.
- Ability to communicate complex concepts and solutions to problems with diverse audiences in both formal and informal professional contexts.
- Effective research skills.
- Self-starter with the ability to work independently and in a team environment.
- Strong time management and multi-tasking skills
- Proficient organizational skills, with the ability to manage multiple priorities and meet deadlines.
- Ability to solve problems.

**QUALIFICATIONS AND REQUIREMENTS**

**Required**
- Post-secondary Diploma, Office Administration, Human Resources with 3 years of experience.
- Equivalencies may be considered.
- Highly proficient with office productivity tools and an aptitude for learning new software and systems.
- Strong time management skills and an ability to organize and coordinate multiple concurrent projects.

**WORKING CONDITIONS**
- Routine and repetitive tasks.
- Fast paced.
- Tight deadlines.

**ADDITIONAL INFORMATION**

The Executive Assistant is based at the **Centennial Square location**; however, all employees may be required to work across other sites or at home from time to time.

**Health & Safety**

All employees are required to carry out their duties in a manner that does not adversely affect their own health and safety and that of others by reporting all potential hazards; and all incidents and injuries; as well as co-operating with any measures introduced in the workplace to improve health and safety.

**Job type**: Permanent Full-Time

In addition to competitive wages and a rewarding career where you can truly make a difference, we offer a comprehensive benefit package that meets the various needs of our d

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