Executive Assistant to the President

Position Title: Executive Assistant to the President

Hours of work: 35-hour week

Location: 106 Centennial Square, 2nd Floor

Reports to: The President

Appointment: Permanent

Salary: $65,000

MISSION:

Oshki- Wenjack's mission is building and empowering First Nation Futures

VISION STATEMENT:

Strengthening Nations through First Nation Education

POSITION SUMMARY

Supporting the President, the Executive Assistant is responsible for providing exemplary administrative support. The successful candidate will be a self-confident, pro-active innovative thinker who demonstrates superior organization and time management skills, with the ability to handle a variety of competing responsibilities. The role is fast paced with multiple demands and requirements demonstrated regarding confidentiality. The role must interact seamlessly and with a professional demeanor across a diverse range of individuals. The Executive Assistant will be relied upon heavily to manage most communication, scheduling, administrative and operational needs. This position will also function as coverage for our receptionist.

KEY RESPONSIBILITIES

· Administrative support to President to ensure operational efficiency

· Manage all executive level administrative tasks, including organize and maintain calendars, scheduling meetings (virtual and in person), coordinating meetings, travel and accommodation arrangements

· Managing Governance Circle meetings and coordination of attendees, meeting materials, minutes, governance policies, manage term appointments, and maintain record of discussions and decisions

· Develop and maintain records management system to process executive documentation

· Leads the expense reporting process of members and assist in the coordination of budget, manage travel-related expenses, and ongoing review of expenditures

· Organize and take meeting notes, ensuring follow-up action items are completed

· Track and monitor report timelines, and terms of contracts

· Maintain electronic filing system for the organization and member portal

Other Duties

· Take personal responsibility to increase sensitivity, awareness, and implementation of Oshki-Wenjack's cultural teachings and organizational practices in both professional conduct and work-related deliverables.

· Access and utilize Elders and Knowledge holders for teachings and guidance as it relates to work deliverables.

· Be prepared to work in conjunction with the philosophy and mandate of the Institute.

· Adhere to the Policies and Procedures as set by the Institute.

· Always maintain professionalism.

· Adhere to the Code of Ethics and positive relationship building.

· Regular attendance and conduct at work as per the requirements of Oshki-Wenjack's Policies and Procedures.

· Assist in policy development.

· Marketing initiatives

COMPETENCIES REQUIRED

Specific Knowledge:

· Knowledge of Indigenous culture, traditions, and Indigenous communities

· Exceptional writing skills to produce professional workplace correspondence.

· Word formatting

· Proficiency in Microsoft Office Tools such as PowerPoint, Word, and Excel

· OneDrive

· Social media platforms

Skills and Attributes

· Takes initiative.

· Motivated and driven.

· Possess a professional and warm demeanor, with a history of managing sensitive situations tactfully and diplomatically.

· Excellent oral and written communications skills to effectively interact with team members and any external parties.

· Ability to communicate complex concepts and solutions to problems with diverse audiences in both formal and informal professional contexts.

· Effective research skills.

· Self-starter with the ability to work independently and in a team environment.

· Strong time management and multi-tasking skills

· Proficient organizational skills, with the ability to manage multiple priorities and meet deadlines.

· Ability to solve problems.

QUALIFICATIONS AND REQUIREMENTS

Required

· Post-secondary Diploma, Office Administration, Business with 3 years of experience.

· Equivalencies may be considered.

· Highly proficient with office productivity tools and an aptitude for learning new software and systems.

· Strong time management skills and an ability to organize and coordinate multiple concurrent projects.

WORKING CONDITIONS

· Routine and repetitive tasks.

· Fast paced.

· Tight deadlines.

ADDITIONAL INFORMATION

The Executive Assistant is based at the Centennial Square location; however, all employees may be required to work across other sites or at home from time to time.

Health & Safety

All employees are required to carry out their duties in a manner that does not adversely affect their own health and safety and that of others by reporting all potential hazards; and all incidents and injuries; as well as co-operating with any measures introduced in the workplace to improve health and safety.

Job type: Permanent Full-Time

In addition to competitive wages and a rewarding career where you can truly make a difference, we offer a comprehensive benefit package that meets the various needs of our diverse employees, Including,

· Cultural Activities.

· Employee development group activities.

· Personal training opportunities.

· Health, dental and vision.

· Company pension.

· Paid Vacation.

· Paid sick days.

· Personal days.

· Paid Stat and Civic Holidays.

· Access to cultural supports.

· Paid time off at Christmas in addition to paid vacation time.

Schedule:

· hour shift

· Day shift

· Monday to Friday

· In-person

· Travel will be required

Experience:

· years

Employment is subject to:

· Proof of Education requirements

· Satisfactory criminal record check

· Proof of any licenses or certifications

· Must be willing to work a flexible 40-hour work week.

· Oshki is committed on implementing measures to protect its community members, staff, and other stakeholders from COVID-19. As a result, Oshki has implemented a mandatory vaccination policy. Exemptions will be made for those with a valid medical exemption; proof of the exemption will be required. 

Oshki-Wenjack is committed and dedicated in building a workforce that reflects the demographics that we serve. In alignment with our Mission and Mandate and in accordance with Ontario Human Rights Code and the Canadian Charter of Rights and Freedom, preference will be given to candidates of Indigenous ancestry. Candidates are encouraged to self identify as being of Indigenous ancestry (First Nation, Metis, or Inuit).

 The above statements are the general functions of the position, and should not be

interpreted as a detailed description of all the work requirements that may pertain to the job. This position description will be reviewed on an annual basis and may be subject to change.

Closing Date: Until filled.