Executive Assistant

4 weeks ago

Edmonton, Canada Métis Nation of Alberta Full time

**Executive Assistant - Office of the Chief Electoral Officer**

**Minimum Experience**: Experienced

**Location**: Métis Nation of Alberta Head Office, Edmonton, AB

**Status**:Permanent, Full Time (40 hours/week)

**The Organization**

**The Opportunity**

**Key Responsibilities**
- Anticipate needs and provide confidential administrative support to the CEO to ensure outcomes are delivered in a timely and efficient manner.
- Work closely and effectively with the CEO to ensure they are well informed of upcoming commitments and responsibilities.
- Review and provide input and advice on policies, memos, briefings, and other documents related to OCEO.
- Handle extensive scheduling of meetings and manage calendars for the CEO.
- Schedule, coordinate, and support the planning of virtual and in-person meetings, conferences, and events on behalf of the CEO, including venue bookings, catering requirements, and general logistics.
- Attend both public and private functions to assist the CEO and/or stand in as required when the CEO is unable to attend.
- Coordinate meeting material distribution, prepare agendas, briefings, and/or memos, and attend meetings to record meeting minutes. Follow up on designated action items.
- Coordinate and book travel, including making hotel accommodation, land and air transportation bookings, and complete expense claims for the CEO.
- Research, prepare, review, edit, and complete internal and external correspondence, including documents, memos, briefings, forms, letters, reports, presentations, and other documents for the CEO.
- Support the review, tracking, organizing, and managing of mail and incoming/outgoing correspondence.
- Respond to internal and external inquiries in an accurate and timely manner.
- Ensure deliverables are completed on time with a high standard of quality.
- Assist with special projects related to OCEO as required.
- Develop and maintain constructive working relationships with both internal and external stakeholders, including the Métis community, MNA Executive, Provincial Council members, MNA department staff, government representatives, and external stakeholders.
- Present a positive and professional image of the organization when interacting with all internal and external stakeholders.
- Maintain a high level of political awareness, cultural sensitivity, professionalism, and confidentiality in interactions with internal and external stakeholders.
- Other duties as assigned.

**Skills and Competencies**
- Demonstrated ability to adhere to strict confidentiality of sensitive information. High level of integrity, ethics, and professionalism.
- Strong political and cultural awareness combined with highly developed skills in tact and diplomacy.
- Ability to work under extreme pressure and handle tense and stressful situations.
- Demonstrated ability to effectively manage and prioritize requests, multi-task, meet tight deadlines and manage time effectively.
- Recognized strength in supporting executive professionals and providing administrative support in a way that aligns with and adds to organizational capacity.
- Ability to be flexible, adaptable, and work independently and as part of a team.
- Sound planning, prioritization, execution skills and attention to detail.
- Highly developed interpersonal skills and ability to establish strong working relationships.
- Experience working with multiple stakeholders and the ability to provide outstanding service to all internal and external stakeholders.
- Strong writing, editing, and proofreading skills.
- Strong computer skills with the ability to adapt to new software.
- Proficient in Microsoft Office programs (including Word, Excel, and PowerPoint). Proficiency with Google Suite (google forms etc.).

**Qualifications**
- Minimum of a professional administrative assistant certificate / diploma / degree.
- Bachelor’s Degree or courses in Indigenous Studies, Public Government, Business, Law, Political Science, or similar is an asset.
- Minimum 5 years’ experience in an Executive Administration role.
- Experience working in government is an asset.
- Previous experience working within Indigenous organizations is an asset.
- Knowledge of Métis history, culture, and issues affecting Métis people. An in-depth understanding of the MNA and Métis culture is an asset.
- Knowledge of municipal, provincial or federal elections is an asset.

**Other Requirements**
- Ability to work office hours of Monday - Friday, 8:30 am - 4:30 pm.
- Position will be based in Edmonton; the position will likely begin virtually, with the potential for in-office hours.
- Availability to work evenings and weekends, as needed.
- Frequent travel within Alberta is a requirement. Additional out-of-province travel will also occur, with notice.
- Reliable transportation and valid Class 5 drivers’ license.

**What We Offer**
- An opportunity to work for the newly ratified Otipemisiwak Métis Government and be a part of the largest Indi

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