Executive Assistant

1 month ago

Notredamedunord, Canada Timiskaming First Nation Full time

**SUMMARY**: Under the supervision of the Director of Social Services and Director of Health, the Executive Assistant is responsible:
1. To assist the Director of Social Services and Director of Health in coordinating, managing, and overseeing day-to-day activities

2. To coordinate and facilitate all aspects of the Director of Social Services and Director of Health meetings

3. To organize and maintain documents of high importance and their filing systems

EDUCATION AND EXPERIENCE REQUIREMENTS:

- A post-secondary degree or diploma in a relevant field; administration / business or equivalent program
- 2+ years of experience in a variety of administrative roles
- Experience in administrative roles in a medical office is considered an asset
- Education and/or work experience in a Social Services field is considered an asset

KNOWLEDGE AND SKILL REQUIREMENTS:

- Knowledge of Timiskaming First Nation (TFN) services, administrative and operational policies and procedures and financial budgeting and reporting practices
- Demonstrated thorough knowledge of Indigenous communities, cultures, and perspectives, and a strong understanding of how to function within cultural protocols
- Strong understanding of the Seven Grandfather teachings and Indigenous values
- Extensive proficiency using computers and standard software programs (e.g., Microsoft Office, Outlook, Excel, Word, PowerPoint, etc.). Ability to adapt and learn new software
- High level of organization for self and others, including a high level of detail orientation.
- Very strong project planning and time management skills.
- Capacity to record and develop meeting minutes and high-level professional documents accurately and efficiently
- Ability to use tact, discretion, and courtesy when dealing with clients, staff and other contacts, as well as, maintain information in strict confidence
- Task-oriented with the ability to manage multiple, and often competing priorities in a fast-paced environment
- Administrative skills including knowledge of filing principles, preparing correspondence and editing/formatting
- Ability to represent TFN with a professional image
- Bilingualism in French is considered an asset
- A vulnerable sector security check is required

MAJOR RESONSIBILITIES: To assist the Director of Social Services and Director of Health in coordinating, managing, and overseeing day-to-day activities:

- Provide administrative support to the Director of Social Services and Director of Health by ensuring they are relieved of as much detailed and routine work as possible
- Organize, prioritize, and coordinate schedules, contacts, and activities on behalf of the Director of Social Services and Director of Health
- Prepare correspondence for the Director of Social Services and Director of Health as requested
- Proof-read and edit various documents and correspondence at the request of the Director of Social Services and Director of Health
- Participate in various meetings, committees, and workshops as requested by the Director of Social Services and Director of Health to represent and make known their positions
- Coordinate all aspects of special assignments, workshops/conferences, strategic sessions, or meetings as directed by the Director of Social Services and Director of Health, ensure logistics are secured and details finalized
- Supporting the development of annual department work plans and calendar of activities to ensure alignment and effective execution of plans
- Coordinate all travel and schedule requirements for the Director of Social Services and Director of Health utilizing appropriate cost and time control methods
- Keeping record of received invoices and communicating regularly with the Finance Department
- Tracking, updating and monitoring transaction records for the TFNHWC credit card and maintaining regular communication regarding transactions with the Director of Social Services and Finance Department
- Preparing invoices as needed
- Ensure all verification and approval processes for travel advances, expenses, and invoices for payment of the Director of Social Services and Director of Health are processed within the appropriate timeframe
- Prepare and distribute all notices and directives from the Director of Social Services and Director of Health
- Handle all photocopy and fax requests from the Director of Social Services and Director of Health as per level of urgency and destination
- Support the onboarding of new hires and assist with orientation process
- Working collaboratively with other Executive Assistants to ensure consistent use of workflows and policies across TFN
- Support the Director of Social Services and Director of Health in contributing to the continuous improvements in policies and processes To coordinate and facilitate all aspects of the Director of Social Services and Director of Health meetings:

- Coordinating meeting logistics for the Director of Social Services and Director of Health, including ensuring corres

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