Reports To: Executive Director of Integrated Services
Job Purpose:
The Executive Assistant 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 Assistant.
Experience providing support in a social services or non-profit environment would be an asset.
High level of proficiency with current technology including 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.
