Executive Assistant

Executive Assistant

Job Information
Author pmnationtalk
Date June 12, 2019
Deadline Open
Type Full Time
Company FNIGC
Location Ottawa, ON
Category Business / Management
Client FNIGC
Contact Information
[email protected]


Executive Assistant

Permanent Full-time – Ottawa office

Deadline for applications: Tuesday, July 2, 2019,

The First Nations Information Governance Centre (FNIGC) is an incorporated non-profit organization operating with a special mandate from the Assembly of First Nations’ Chiefs in Assembly (Resolution #48, December 2009). FNIGC’s Vision is that every First Nation will achieve data sovereignty in alignment with its distinct worldview.

In addition to serving the information, research, training and capacity development needs of First Nations people and communities, FNIGC is home to the First Nations Regional Health Survey (FNRHS), the First Nations Regional Early Childhood, Education, and Employment Survey (FNREEES) and the First Nations Labour and Employment Development (FNLED) survey.

Job Summary

We are looking for an experienced candidate with at least 5-7 years of experience supporting senior executives and, ideally a national Board of Directors. This is an excellent opportunity for someone looking for a dynamic and professional working environment where you can make a difference.

Reporting directly to the Executive Director, the Executive Assistant performs, coordinates and oversees office administrative duties. The Executive Assistant is responsible for ongoing support to the Executive Director, FNIGC Board of Directors and Board Committees and for providing leadership and coordination for the day-to-day operation of the Executive Office.

Duties & Responsibilities

A. Support to the Executive Director

  • Handles inquiries on behalf of Executive Director.
  • Reviews incoming and outgoing correspondence and materials directed to the Executive Director and brings significant items to their attention. May research and follow up on incoming issues and concerns.
  • Drafts important and confidential correspondence requiring a broad knowledge of organizational operations and procedures for the Executive Director’s review. Formats and edits reports, letters, and prepares presentations.
  • Helps to manage confidential documentation relating to the executive office.
  • Advises regarding application of policies, by-laws with regard to issues of the Board or others as required.
  • Resolves issues regarding the personal schedule of the Executive Director.
    1. Maintains the Executive Director’s agenda and schedule as it relates to day-to-day activities while addressing conflicting priorities.
    2. Uses judgement and knowledge of organizational issues, priorities and relationships to respond to requests for meetings with Board members, employees and federal partners.
    3. Schedules and organizes meetings involving members of the Board.
  • Coordinates meetings by arranging boardrooms, preparing agendas and support materials, and prepares and distributes minutes. May attend management meetings and take minutes or notes.
  • Prepares for all meeting commitments of the Executive Director, ensuring all research and background materials are made available as required. This may require soliciting background materials from FNIGC staff.
  • Ensures travel and accommodation arrangements are made and expense accounts are prepared and submitted for the Executive Director in an accurate and timely manner.
  • Maintains a bring-forward system and follow-ups to ensure the timely completion of tasks.
  • Identifies administrative issues with potential impact to the operation of the Executive Office and recommends solutions and courses of action to deal with issues.
  • Orders supplies and equipment for the Executive Office, as required.

B. Support to the Board of Directors and the Board Committees

  • May act as the Corporate Secretary to the Board of Directors.
  • Oversees planning of meetings of the Board, Board Committees and the Annual General Meeting.
  • Develops Agenda for meetings (face-to-face or conference calls) for review by the Executive Director and / or Chair based on activities of FNIGC, committees of the Board and review of outstanding items.
  • Prepares and distributes the Agenda and background materials to all members and to invited guests.
  • Ensures travel and accommodation arrangements for members of the Board are made.
  • May attend meetings to capture the minutes and action list. Takes and transcribes minutes (reviewed by Executive Director and Chair / Executive), distributes a draft version of the minutes to members and develops an Action list.
  • Prepares “Highlights of Meetings” document for review by Executive Director / Chair for distribution to members.
  • Maintains corporate records: hard-copy to be kept on file in FNIGC office, official “Approved” minutes to be signed by Executive members of FNIGC Board / Committee members with copy kept on file at FNIGC.
  • Follows-up on action list / outstanding items and communicates with members to ensure that the action list is being worked on.
  • Verifies and codes expense claims per FNIGC policies.
  • Develops budget requirements for activities related the Board of Directors and the Board Committees.
  • Maintains paper copies and electronic copies of records for required period of time.
  • Archives, catalogues and stores archives effectively for easy retrieval.

C. General administration

  1. Liaises with all staff members with regard to day-to-day office management on behalf of the Executive Director, such as:
    1. Liaises with external IT/Management Services Consultants regarding computer and telephone systems.
    2. Liaises with the office building manager regarding maintenance and security issues.
    3. Oversees the processing of daily incoming and outgoing mail, including email and voice mail as well as the ordering and maintenance of office supplies and equipment.

D. Supervisory Responsibilities

  1. This job involves the guidance and coordination of other people’s work.

Job Requirements

  1. Proven ability to demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature.
  2. Possess a strong work ethic and the skills to take initiative, and see work through
  3. Exceptional organizational and time management skills to effectively handle issues simultaneously and meet scheduled timelines.
  4. Ability to analyze situations and make appropriate decisions without immediate supervision.
  5. Superior verbal and written communication skills.
  6. Excellent interpersonal skills.
  7. An exceptional ability to think creatively to identify and resolve problems while paying attention to accuracy.
  8. Superior diplomacy and high levels of integrity
  9. Ability to mentor team members.
  10. Dedicated team player.
  11. Full working knowledge of board governance in a not for profit organization and office policies and procedures.
  12. Exceptional knowledge of the Microsoft Office suite including Word, Excel, PowerPoint, Outlook and Internet.
  13. Good understanding of budget processes.
  14. Strong event planning abilities to see events through from start to finish.
  15. Ability to work in a fast paced environment and handle a number of issues simultaneously.

Experience & Education

  1. A minimum of 5 to 7 years of experience supporting senior managers or directors and in providing administrative support to a board of directors.
  2. A Bachelor’s degree in business administration or related field, or an equivalent combination of education and recent relevant work experience.
  3. A minimum of 2 years of supervisory experience is desirable.
  4. Experience working with First Nations and an understanding of First Nations health, social and information management issues will be considered an asset
  5. Non-profit experience would definitely be an asset.

The successful candidate will be eligible for a competitive salary, a benefits package, and a pension plan.

If you are interested and meet the above criteria, please send your résumé and cover letter telling us why you think you’d be a great addition the FNIGC team to [email protected] by Tuesday, July 2, 2019,.

First Nations candidates will be given priority, please self-identify.

FNIGC is committed to accommodating people with disabilities. If you require an accommodation, we will work with you to meet your needs. We thank all applicants for their interest; however, only those selected for an interview will be contacted.

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