Administrative Assistant to CEO

Position: Administrative Assistant to the CEO

Department: Administration

Reports To: Chief Executive Officer (CEO)

Status: Full-Time, Permanent

Salary: Based on qualifications and experience

VISION

Caldwell First Nation is a strong sovereign Nation that honors the past, present, and future for the next seven generations.

MISSION

Our mission is to protect our inherent Treaty rights, renew and preserve our culture, language, and traditions, and strengthen the socio-economic future of our citizens.

CONTEXT STATEMENT

A strong sovereign First Nation fighting assimilation and respecting other nations. Working to build a foundation with other nations that embraces trust, harmony, and honour. A community living in harmony with all of Creation, maintaining a healthy balance between individual and community needs and working productively with other Indigenous and non-Indigenous governments and communities.

JOB SUMMARY

Reporting directly to the Chief Executive Officer (CEO), the Administrative Assistant provides high-level administrative, logistical, and communication support to ensure the smooth and efficient functioning of the CEO's office. This role requires exceptional professionalism, discretion, and attention to detail. The Assistant acts as the primary point of contact for the CEO, managing schedules, correspondence, documentation, and coordination across departments, Council, and external partners.

The position demands a strong sense of organization, initiative, and cultural understanding. The Administrative Assistant contributes to the overall efficiency of the organization by anticipating needs, managing competing priorities, and supporting leadership and governance activities consistent with Caldwell First Nation's mission and values.

CORE COMPETENCIES

· Professionalism & Confidentiality: Discretion, reliability, and judgment in handling sensitive information.

· Organization & Time Management: Strong ability to prioritize and meet deadlines in a fast-paced environment.

· Communication: Excellent written and verbal communication, including minute-taking and report preparation.

· Cultural Awareness: Respect for Caldwell First Nation's culture, values, and governance protocols.

· Technical Proficiency: Skilled in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and file management.

· Adaptability: Flexibility to adjust to shifting priorities and timelines.

DUTIES & RESPONSIBILITIES

Executive Support

· Provide direct administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel.

· Prepare and edit correspondence, memos, reports, and presentations on behalf of the CEO.

· Record, transcribe, and distribute minutes for meetings as directed.

· Maintain organized electronic and paper filing systems for confidential and administrative records.

· Support CEO in meeting preparation by assembling materials, briefing notes, and background documentation.

Office Coordination

· Act as a liaison between the CEO and staff, Council, external organizations, and community members.

· Track follow-up actions from meetings and ensure timely completion.

· Manage general office communications, calls, and mail for the CEO's office.

· Assist with the coordination of community and Council events, leadership meetings, and external visits.

· Maintain an inventory of office supplies and ensure equipment and resources are available.

Governance & Documentation

· Support preparation and distribution of Chief and Council meeting packages.

· Draft letters, briefing notes, and reports for CEO review and submission.

· Assist in maintaining compliance with Nation policies, administrative procedures, and governance protocols.

· Maintain up-to-date filing and retrieval systems for all official correspondence, agreements, and records.

Communication & Representation

· Greet visitors, manage inquiries, and promote a welcoming environment in the CEO's office.

· Handle internal and external communications professionally and respectfully.

· Uphold Caldwell First Nation's image and reputation through professionalism in all interactions.

Other Duties

· Participate in professional development and training as directed.

· Support administrative or special projects as assigned by the CEO.

· Ensure confidentiality and adherence to privacy policies at all times.

PREFERRED QUALIFICATIONS

Education and Experience

· Post-secondary diploma or degree in Office Administration, Business Administration, or related field.

· Minimum 3 years of progressive administrative experience, preferably supporting senior leadership.

· Experience working in a First Nation government or Indigenous organization considered a strong asset.

Technical Skills

· Proficiency with Microsoft Office and document management systems.

· Strong minute-taking, proofreading, and formatting skills.

· Familiarity with meeting coordination, filing systems, and correspondence tracking.

Soft Skills

· Strong interpersonal and communication skills with the ability to maintain professionalism.

· Highly organized with a proactive, solution-oriented approach.

· Ability to work independently and collaboratively in a dynamic environment.

ADDITIONAL REQUIREMENTS

· Clean Criminal Records Check (Vulnerable Sector).

· Valid Class G driver's license, reliable vehicle, and proof of insurance.

· Availability for occasional evening or weekend work as required.

WORKING CONDITIONS

· Primarily office-based position in Leamington, Ontario.

· Regular office hours: 8:30 a.m. – 4:30 p.m., Monday to Friday.

· Occasional extended hours or travel for meetings or events as approved by the CEO.

Applications MUST Include:

· Current cover letter.

· Current resume.

· Three references, including one from a recent employer.

A Criminal Record and Vulnerable Sector Check will be required from the successful applicant.

Please note that the interview will consist of a panel of three individuals.

Job Types: Full-time, Permanent

Pay: $42,244.99-$50,000.00 per year

Work Location: In person