Finance - Executive Assistant

The Executive Assistant to the CFO plays a vital role in supporting the financial leadership of CHN, ensuring the efficient operation of the CFO’s office. This position provides high-level administrative, organizational, and coordination support, with a particular focus on managing contracts, funding agreements, and contribution agreements. The successful candidate will demonstrate discretion, initiative, and a strong understanding of financial administration in a First Nations government setting.

KEY DUTIES & RESPONSIBILITIES

- Provide comprehensive administrative support to the CFO, including managing schedules, meetings, travel, and communications.
- Prepare and edit correspondence, reports, presentations, and briefing notes.
- Assist with agenda setting, minute taking, and follow-up for internal and external meetings.
- Track and organize all contracts, funding agreements, and contribution agreements across departments.
- Maintain a centralized system for agreement records, renewal timelines, and reporting obligations.
- Liaise with department leads to ensure agreements are executed, monitored, and reported on in alignment with financial policies.
- Assist in drafting standard agreements and liaising with legal advisors when required.
- Support the Finance Department in preparing financial reports related to funding agreements and contributions.
- Coordinate financial reporting schedules and ensure timely submissions to funding agencies and government partners.
- Assist in preparing documentation for audits, funding reviews, and year-end reporting.
- Support annual budgeting processes by gathering departmental inputs, formatting budget documents, and tracking budget submissions.
- Act as a key liaison between the CFO’s office and internal departments, funding agencies, and partners.
- Ensure communication and documentation flows smoothly between parties involved in financial agreements.
- Organize and maintain a secure and confidential filing system for all financial and contractual records.
- Monitor and ensure compliance with privacy, funding, and records management requirements.

QUALIFICATIONS

- Post secondary education in Business Administration, Finance, Public Administration, or a related field.
- Minimum 3 years’ experience providing executive-level administrative support.
- Demonstrated experience coordinating contracts, contribution agreements, or similar administrative processes.
- Strong organizational skills and attention to detail, with the ability to manage multiple priorities.
- Excellent written and verbal communication skills.
- Proficient with Microsoft Office Suite, especially Excel and document management systems.
- Knowledge of Indigenous funding structures, contribution agreement compliance, and government reporting is considered an asset.
- Ability to work with tact, diplomacy, and confidentiality.
- Equivalencies of experience and education will be considered.

Compensation: $32.28 - $36.31 per hour based on experience, Full-time 35 hrs. per week. Benefit Package includes Dental Care, Extended health care, Vision care, Disability Insurance, Life Insurance, Employee Assistance Program, Pension Plan, Paid time off.

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