Executive Assistant

1 week ago

Fort Mackay, Canada Fort McKay First Nation Full time
About the Role

The Fort McKay First Nation is seeking a highly skilled and experienced individual to fill the position of Executive Assistant. In this role, the incumbent will provide administrative support to the CEO, Chief, and/or Council, as well as the Corporate Services and Governance Division.

Key Responsibilities
  • Enhance operational efficiency by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
  • Carry out various administrative duties, including scheduling, arranging meetings, meeting minutes, telephone messages, office support, and other various office duties for the CEO, Chief, and/or Council.
  • Produce information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
  • Assist in coordinating band member concerns and requests by directing inquiries and coordinating with the assigned senior liaison.
  • Plan, coordinate, and communicate administrative functions of industry and stakeholder meetings as required.
  • Ensure assigned executives are briefed and prepared for speaking engagements, events, and meetings in collaboration with the Communications Department.
  • Provide support for special events as required.
  • Represent the executive by attending meetings in the executive's absence, speaking for the executive.
  • Welcome guests and customers by greeting them, in person or on the telephone, answering or directing inquiries.
  • Maintain confidence and protect operations by keeping information confidential.
  • Complete projects by assigning work to clerical staff, following up on results.
  • Prepare reports by collecting and analyzing information.
  • Secure information by completing database backups.
  • Provide historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
  • Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensure operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Contribute to team effort by accomplishing related results as needed.
  • Train, mentor, and provide guidance to records and front desk staff.
  • Perform other related duties as required.
Key Requirements
  • Diploma in Business Administration, Office Administration, or related diploma program.
  • Five years of direct work experience in an executive assistant capacity.
  • An equivalent combination of education and experience may be considered.
  • Hands-on experience with productivity applications, including word processing, spreadsheets, e-mail clients, and presentation software.
  • Previous experience in handling confidential or sensitive information.
  • Clean Criminal Record Check is required.
  • A valid Class Five driver's license and a clean driver's abstract is required.
  • Travel as necessary and when required.
  • Ability to speak, read, and write Cree and Dene is an asset.
  • Extensive experience working in a First Nations community.

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