Executive Assistant

2 weeks ago

Ottawa, Canada Assembly of First Nations Full time

**Executive Assistant
- **Environment, Lands, and Water Branch**
**Internal / External**
**Full-time/ Permanent**

**Location**:Ottawa (hybrid) is preferred, open to other locations if a suitable applicant is found.

**Salary Range**:Commensurate with experience and education. AFN also offers generous time off (3 weeks of paid vacation per year to start, paid time off for December-January holidays, 3 weeks of paid sick leave per year, 9 days of special leave per year), a pension and benefit plan, annual amounts towards physical fitness and professional development, and maternity & parental leave top up.
- Qualified persons of First Nations Ancestry will be given preference in accordance with s.16(1) of the Canadian Human Rights Act_

Application Instructions: Interviews will be held over ZOOM.
Closing Date: Open until filled

**The AFN is dedicated to an inclusive selection process and work environment. If you require accommodation, please advise the Human Resources representative when you are invited to meet regarding this employment opportunity.**

**Who We Are**

The Assembly of First Nations (AFN) is an advocacy organization, taking direction and fulfilling mandates as directed by First Nations in-Assembly through resolutions. As a national advocacy organization for First Nations, the AFN seeks to advance First Nations Inherent and Treaty Rights through the development policy, public education and where applicable, the co-development of legislation to build First Nations capacity.

The AFN was created out of a desire among First Nations leadership for a strong and effective collective advocacy organization. From this, values such as respect for human rights, diversity, justice, and the sovereignty of each rights-holding First Nation guide the work of the organization.

The AFN is honored to be named as one of Canada’s Top 100 Employers 2023. Canada’s Top 100 Employers project is a national competition to determine which employers lead their industries in offering exceptional workplaces for their employees. We couldn’t be prouder of having our diverse and talented team making an impact on various national issues facing First Nations.

**The Role**

The Assembly of First Nations Environment, Lands, and Water Branch is seeking an experienced and skilled individual responsible for providing high-level administrative support to the Senior Director, Environment, Lands, and Water Branch.

The role requires exceptional organizational skills, discretion, and the ability to handle sensitive information with professionalism. The Executive Assistant acts as a gatekeeper and strategic partner, managing the executive's calendar, communications, and prioritizing tasks to ensure that time is optimized. This position demands strong multitasking abilities, attention to detail, and the capacity to thrive in a fast-paced, dynamic environment.

Reporting to the Senior Director, the Executive Assistant has the following **key responsibilities**:

- Efficiently manage and maintain the Director’s calendar, arranging appointments, meetings, and travel itineraries.
- Coordinate and prioritize commitments ensuring effective time management and avoiding conflicts.
- Prepare and distribute meeting materials, agendas, record of discussions, minutes, summaries, and other documentation, and assist in follow-up activities as required.
- Draft and prepare professional business communications, including memos, reports, presentations, and other documents.
- Manage internal and external communication on behalf of the executive, maintaining a high level of professionalism and confidentiality.
- Organize and maintain files, records, and documents, ensuring easy retrieval and confidentiality.
- Conduct research and gather information on various topics, synthesizing data into concise reports.
- Build and maintain effective working relationships with internal and external parties, including executives, colleagues, clients and partners.
- Coordinate meetings, events, and conferences, manage logistics and necessary arrangements.
- Liaise with other internal sectors and branches to facilitate seamless communication and collaboration.
- Arrange complex travel itineraries, including flights, accommodations and ground transportation and process travel and expense reports, ensuring accuracy and compliance with company policies.
- Monitor and track expenses, reconciling discrepancies, and provide regular reports.
- Assist in special projects, research initiatives, and strategic assignments as directed by the Director.
- Collaborate with cross-functional teams to provide administrative support to meet project deadlines.
- Act as a trusted advisor to the Senior Director by providing insights and recommendations to optimize their productivity and effectiveness.

**Qualifications**
- Bachelor's degree in business administration, communications, or a related field, or an equivalent combination of education and experience.
- Proven experience as an e

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