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Executive Assistant

2 weeks ago

Birch Island, Canada Whitefish River First Nation Full time

Direct Supervisor: Education Manager

Department: Education

Term: Indeterminate

Hours of Work: Monday to Friday; 8:30 a.m. - 4:30 p.m. with an hour unpaid lunch

Annual Salary: $46,360 - $55,360 + group pension and benefits

The Executive Assistant will coordinate community engagement sessions, schedule meetings, assist with financial matters, and prepare communication materials for parents, students, and staff. This position contributes to the continuous improvement and success of educational programs and operations in a fast-paced environment.

KEY RESPONSIBILITIES:
**Administrative Support & Coordination**:

- Work closely with the Education Manager to keep them informed of upcoming commitments and responsibilities and ensure the efficient operation of the Education office.
- Prioritize inquiries and requests and make judgments and recommendations to ensure smooth day-to-day engagements.
- Research and follow-up on issues addressed to the Education Manager, including those of a sensitive or confidential nature, and draft/manage correspondence promptly and accurately.
- Provide comprehensive administrative support to the Education team, including responding to internal and external communication, organizing information, and preparing reports.
- Coordinate and facilitate communications with Education Committee members, WRFN Chief & Council members, and community members.
- Organize and maintain a systematic filing system to easily retrieve documents, meeting minutes, and reports.

**Meetings, Events, and Logistics**:

- Prepare agendas and meeting materials and record meetings for the Education Committee and other related meetings.
- Arrange travel, accommodations, and logistics for the Education Committee members and other staff attending meetings, conferences, and professional learning opportunities.
- Plan, coordinate, and execute logistics for education events, training, and conferences, material acquisition, guest speakers, room bookings, and event setup.
- Assist in creating and updating communication materials such as presentations, brochures, reports, and digital media content (e.g., website updates, newsletters, etc.).
- Attend meetings with the Education Manager for note-taking and reporting.

**Financial and Operational Support**

- Assist with processing invoices, cheques, and other financial documents, ensuring they are correctly signed, coded, and distributed.
- Monitor and track financial transactions and assist with account reconciliations for the Education department.
- Maintain accurate financial records and filing systems and assist with financial reporting as needed.
- Provide administrative support to the finance department, including responding to financial inquiries and processing payment requests.
- Assist with budget preparation and track expenditures for educational programs and events.

**Communication & Community Engagement**

- Facilitate communication between the Education team, community members, and external partners.
- Assist in providing up-to-date information, resources, and opportunities to students, parents, and schools.
- Welcome visitors, greet them in person or by phone, and direct inquiries as necessary, ensuring excellent customer service.
- Coordinate community engagement sessions and maintain ongoing communication regarding educational programs and initiatives.

**General Administrative Support**

- Maintain office supplies, equipment, and subscriptions for the Education department and manage administrative tasks as required.
- Compile data, prepare reports, and create documents for presentations, committee meetings, and other educational initiatives.
- Support the maintenance of student and administrative files and databases, ensuring data accuracy and confidentiality.
- Monitor the department’s calendar and assist with scheduling appointments and meetings for the Education Manager and team.
- Performs all other related duties as may be assigned by the Education Manager

QUALIFICATIONS:

- Post-Secondary Diploma in Business Administration or another relevant diploma preferred.
- Minimum two years of proven and successful related experience as an executive-level assistant in an organization of comparable size and scope, preferably in a First Nations setting or organization.
- A combination of education, training, or work experience that WRFN deems equivalent.
- A valid driver’s license and access to a vehicle are preferred.

SKILLS:

- Effective communication skills, both oral and written, with the ability to interact with a diverse range of stakeholders
- Highly organized with excellent time management, file management, and multitasking abilities
- Ability to take meeting minutes, prepare agendas, and handle confidential information.
- Strong problem-solving skills with the ability to prioritize and handle urgent tasks in a fast-paced environment.
- Exceptional interpersonal and relationship-building skills, including working effectively within a team.
- Knowl