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Executive Assistant

2 months ago

Halifax, Nova Scotia, Canada Meridia Recruitment Solutions Full time

Job Summary:

Meridia Recruitment Solutions is seeking a highly skilled and experienced Executive Assistant to support the dynamic team at Indigenous Treaty Partners. As an Executive Assistant, you will play a crucial role in providing administrative support to the Founding Partners, ensuring the smooth operation of the executive office, and contributing to the organization's mission of promoting Reconciliation and Indigenous relations.

Key Responsibilities:

  • Calendar Management: Effectively manage the executive's calendar, scheduling meetings, appointments, and travel arrangements, with a focus on coordinating engagements with Indigenous communities and corporate partners.
  • Communication Liaison: Serve as the primary point of contact between the Founding Partners and internal/external stakeholders, ensuring clear, respectful, and culturally appropriate communication.
  • Administrative Duties: Manage administrative tasks such as expense reports, invoicing, and record-keeping, ensuring compliance with organizational policies and maintaining financial integrity.
  • Document Preparation: Prepare, edit, and manage correspondence, reports, presentations, and other documents, ensuring accuracy, cultural relevance, and alignment with ITP's mission.
  • Personal Task Management: Assist the Founding Partners with ad hoc personal tasks as needed, including managing personal appointments, coordinating household or family-related logistics, and handling other personal errands.
  • Meeting Coordination: Organize and coordinate meetings, events, and conferences, ensuring all logistical aspects are handled with sensitivity and precision.
  • Strategic Support: Assist in the development and implementation of strategic initiatives that support ITP's mission and strengthen relationships with Indigenous Treaty Partners.
  • Project Coordination: Support various projects by tracking progress, coordinating tasks, and ensuring timely completion, working collaboratively with team members and partners.
  • Confidentiality Management: Handle confidential information with the highest level of discretion, maintaining professionalism and trust in all interactions.
  • Technology Utilization: Utilize office software and tools effectively to streamline processes and enhance productivity, particularly in virtual and remote settings.
  • Research and Analysis: Conduct research and compile data to support strategic decision-making processes, incorporating Indigenous perspectives and priorities.
  • Training and Development Support: Assist in the onboarding and training of new team members, ensuring they are well-versed in ITP's values, mission, and administrative processes.

Requirements:

  • Executive Support Experience: At least 5 years of proven experience as an Executive Assistant or in a similar role, with expertise in supporting organizations that engage with stakeholders and navigate the challenges of a growing and dynamic environment.
  • Founders and Leadership Collaboration: A strong track record of working directly with founders or executive leadership, particularly in entrepreneurial settings, demonstrating the ability to anticipate needs and provide strategic support in a fast-paced environment.
  • Organizational and Communication Skills: Exceptional organizational and time-management abilities, with excellent written and verbal communication skills that emphasize clarity, respect, and cultural sensitivity.
  • RFP and Project Coordination: Strong background in supporting the preparation and submission of Request for Proposals (RFPs) and coordinating multiple projects simultaneously, ensuring alignment with strategic objectives and timely delivery.
  • Technical Proficiency: Proficiency in using office software and tools, such as Google Suite, CRM software, calendar management systems, and virtual meeting platforms.
  • Client Acquisition and Market Research: Proven experience in supporting client acquisition efforts, including market research, identifying potential clients, and assisting in the preparation of presentations and proposals.
  • Independence and Collaboration: Ability to work both independently and collaboratively, demonstrating initiative, reliability, and strong problem-solving capabilities.
  • Adaptability and Attention to Detail: Flexibility to adapt to changing priorities and demands, coupled with a strong attention to detail and a proactive mindset to anticipate the needs of the executive and the organization.

Preferred Qualifications:

  • Project Management Skills: Experience in project management and coordinating cross-functional initiatives, particularly those involving Indigenous partners.
  • Relevant Education: Relevant certifications or training in executive support, administration, or related fields.
  • Bilingual or Multilingual Abilities: Proficiency in additional languages, especially French or Indigenous languages, is highly desirable.