Executive Coordinator

7 days ago

Cold Lake, Alberta, Canada Cold Lake First Nations Full time

Reports To: Executive Director of Integrated Services

Job Purpose:

The Executive Coordinator to the Executive Director of Integrated Services performs a variety of administrative duties in support of the Executive Director.

Duties and Responsibilities:

  • Prepare documents and debriefing notes prior to meetings and speaking engagements.
  • Take shorthand/minutes, record and prepare minutes of Integrated Services meetings and other meetings as required by the Director.
  • Conduct research in areas specified by the Executive Director and keep records for future reference.
  • Schedule and confirm the Director's appointments and meetings.
  • Assist with the scheduling and organizing of meetings and special events.
  • Arrange for venue and catering, distribution of information with respect to the event and any gifts or handouts for the event.
  • Promptly screen and distribute incoming emails. Respond where appropriate and prepare the Executive Director on all pertinent information.
  • Provide accurate word processing support by composing and/or editing a variety of documents, including reports, proposals, and correspondence.
  • Special organizational and research projects as directed by the Executive Director.
  • Preparing presentations, correspondence and administrative support on special projects.
  • Preparing materials for appropriate meetings and/or travel.
  • Compose to a high standard, all letters, thank-you notes, congratulatory notes and routine correspondence for the Director's signature, being proactive in identifying occurrences that would prompt the Director to write.
  • Coordinate meetings related to Integrated Services programs and initiatives, including minute taking and preparation of all pre-meeting materials.
  • Provide additional support to other Integrated Services personnel as requested by the Director.
  • Travel for Integrated Services related meetings when required.
  • Support the Executive Director of Integrated Services in all duties contributing to the successful operation of the Integrated Services department.
  • Offer expertise as required for the betterment of communication and opportunities for the Cold Lake First Nation, specifically related to Integrated Services initiatives.
  • Responsible for continuously expanding and updating professional knowledge and honing training skills in order to enhance individual and team innovation and productivity within the Integrated Services department.
  • Any other duties as required/requested. Duties may change at the discretion of the Executive Director of Integrated Services.

Knowledge, Skills and Abilities Required:

  • Post-secondary diploma or certificate in Office Administration, Business Administration, or a related field is preferred.
  • An equivalent combination of education and extensive experience may be considered.
  • Minimum five (5) years of experience as an Executive Coordinator.
  • Experience providing support in a social services or non-profit environment would be an asset.
  • High level of proficiency with current technology including video-conferencing technology and Microsoft Office with an emphasis on Power-Point and Excel.
  • Excellent planning, organizational, prioritization, time management and multi-tasking skills. Ability to deal with constant shifting of priorities and competing demands.
  • Works effectively under pressure and manages stress successfully. Candidate must be able to perform duties with deliberate speed and a high level of accuracy.
  • A skilled communicator, both verbally and in written format.
  • Excellent interpersonal skills and demonstrated professionalism, diplomacy, judgment and discretion in dealing with confidential or sensitive matters; ability to maintain confidentiality is essential.
  • Exceptional poise and professionalism with ability to represent the Executive Director of Integrated Services in a positive fashion.
  • Ability to exercise good judgment in recognizing scope of authority.
  • Must operate as a team player who can also work independently and with little or no supervision.
  • Outstanding attention to detail.
  • Flexibility with respect to hours of work and travel requirements.
  • Strong work ethic and proactive nature.
  • Knowledge and understanding of Indigenous communities and cultures would be an asset.
  • Familiarity with Integrated Services programs and services is preferred.

Working Conditions and/or Physical Requirements:

  • Office environment. Monday to Thursday 8:30am – 4:30pm, Friday 8:30am – 2:00pm. Working hours can vary and me require a flexible schedule depending on type of assignment or work plan task.
  • Evening and weekend work may be required to attend meetings, events, and community engagement sessions.
  • Requires prolonged periods of sitting at a desk and using a computer.

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