POSITION SUMMARY:

The Executive Secretary provides administrative and secretarial support to the Board of Directors while acting as a vital liaison between the Board and the Executive Director. This role ensures efficient communication, coordination, and execution of Board-related operations. Reporting directly to the Chairperson of the Board, the Executive Secretary plays a critical role in ensuring effective governance and the smooth flow of information within the organization.

QUALIFICATIONS:

• Diploma in Office Administration, Business Administration, or a related field. Advanced education or certifications in governance or administrative support are considered an asset.
• At least 4 years of progressive experience in senior administrative roles, preferably supporting boards, councils, or executive leadership teams. Experience in corporate governance and knowledge of Indigenous organizational structures are highly valued.
• Demonstrated ability to interact effectively with diverse stakeholders, including Board members, executives, and community leaders. Strong written and verbal communication skills are essential.
• Proven capacity to manage multiple priorities, meet deadlines, and maintain accuracy under pressure.
• Familiarity with board operations, policy development, corporate governance standards, and record-keeping practices.
• Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with other office technology and virtual meeting platforms.
• A valid Ontario G Driver’s Licence and willingness to travel.
• Ability to pass a Vulnerable Sector Check.
• Knowledge of Anishinaabe culture, traditions, and values is an asset. Fluency in Ojibway is preferred and highly regarded.
  WORKING CONDITIONS: This role is hybrid and based primarily in a typical office environment at the AAFS headquarters in Kenora, Ontario. While the candidate is expected to work from the Kenora office, there is flexibility to work remotely occasionally with prior approval from the reporting manager. Occasional travel to First Nation communities and external events is required. The position also demands flexibility in working hours to support community engagements and compliance activities. The successful candidate must be prepared to handle political, mental, and social stress while managing complex compliance and quality assurance issues.

• Coordinate and schedule Board and committee meetings, prepare agendas, and distribute materials.
• Record and maintain accurate minutes of meetings, ensuring timely distribution of decisions and action items.
• Maintain and update policy manuals, organizational documents, and corporate by-laws.
• Support Board resolutions, policy updates, and governance reporting.
• Manage the Board’s calendar, training, and orientation materials.
• Draft and proofread correspondence and documentation on behalf of the Board.
• Maintain centralized filing systems for Board records, including resolutions and policy updates.
• Prepare statistical reports, presentations, and summaries to aid decision-making.
• Coordinate travel arrangements for Board members attending conferences or events.
• Act as a communication bridge between the Board and Executive Director.
• Support the Executive Director in structuring and delivering organizational performance updates.
• Foster positive relationships with stakeholders, including First Nation councils and community leaders.
• Assist with the Annual General Meeting, including preparation of the AGM Report.
• Ensure compliance with corporate governance standards and maintain confidentiality in Board activities.
• Track compliance activities to support accountability and reporting obligations.