Executive Assistant

4 weeks ago

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

**OSHKI-PIMACHE-O-WIN: THE WENJACK EDUCATION INSTITUTE**

**Position Title: Executive Assistant**
**Hours of work Monday to Friday (35 hours per week)**
**Location: Centennial Square**
**Reports to: Vice President**
**Appointment: Full Time**
**Salary: $45,000**

**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 holistic 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 holistic, 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.

***
- active, innovative thinker who demonstrates superior organization and time management skills, with the ability to handle a variety of responsibilities. The role is fast paced with multiple demands and requires a demonstrated regard for confidentiality, diplomacy, great relationship skills and a high level of judgement with the ability to solve problems and provide solutions. The role must interact seamlessly and with a professional demeanor across a diverse range of individuals. The
Executive Assistant will be relied upon heavily to handle most communication, scheduling and administrative needs of the Vice President of Academics, Vice President of Operations and the
President.

**KEY RESPONSIBILITIES**
- Perform a wide variety of administrative support duties
- Manage verbal and written communication with employees, key groups, and other external parties
- Efficiently handle multiple calendars and schedule day to day activities
- Arrange, schedule and organize staff, leadership and executive meetings
- Prepare and distribute meeting notification, agenda and any required materials as well subsequent updates or changes
- Record minutes of meetings and agenda items
- Devise an electronic system to keep materials organized
- Sort incoming and outgoing mail
- Complete any special projects including creating PowerPoint presentations and or special reports
- Coordinate travel details for the Executive Team
- Keep the executive team 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
- Other duties as assigned

**Other Duties**
- Take personal responsibility to increase sensitivity, awareness, and implementation of Oshki-Wenjack’s 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 according to the requirements of Oshki-Wenjack’s Policies and Procedures.

**COMPETENCIES REQUIRED**

**Specific Knowledge**:

- Knowledge of Indigenous culture, traditions, and Indigenous communities
- Demonstrates dedication and motivation to deliver exceptional service
- Adept in processes of formulating agendas and correspondence items required for meetings
- Proficiency in Microsoft Office Tools, including PowerPoint, Outlook, Word and Excel
- Exceptional writing skills to produce professional workplace correspondence

**Skills and Attributes**
- 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**
- University Degree, Bachelor of Business Administration, Diploma in Business Administration with 3 years of demonstrated experience
- Skilled in Microsoft Word, Outlook, and Excel
- Ability to speak an Indigenous Language is considered an asset

**WORKING CONDITIONS**
- Routine and repetitive tasks
- More than 6 hours a day of screen time
- Onsite
- In person

**HEALTH & SAFETY**

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