Location: Remote (Ottawa, Ontario)
Position Type: Contract (part-time with 25-30hrs/week to start with potential to evolve into full-time with 37.5hrs/week)
Start Date: ASAP (as soon as September 2nd, 2025)
Reference Number: 2025-015
Application Deadline: 11:59pm Eastern Sunday, August 17th, 2025

POSITION OVERVIEW

Miinga is seeking an Executive Assistant to provide high-level, hands-on support to senior leadership, enabling smooth execution of day-to-day operations and broader organizational initiatives. This role encompasses advanced administrative support, logistics coordination for community visits, communications work, event planning, and executive calendar and travel management. It also includes operational support for programming logistics and inventory preparation.
The role acts as a trusted partner, handling sensitive information with discretion while optimizing time, communication, and workflow for the executive team.

QUALIFICATIONS & EXPERIENCE

• Minimum 3 years of experience in an executive support or senior-level administrative role.
• Proven track record managing complex schedules, travel logistics, and stakeholder coordination across multiple time zones.
• Experience with program logistics and event coordination, ideally in community or nonprofit settings.
• Proficiency with productivity and collaboration tools (e.g. Google Workspace (Google Drive, Gmail, Google Calendar, Google Meet), Slack, Trello, Jira).
• Strong written communication skills; able to execute external public-facing messaging and internal communication.
• Experience with booking flights, hotels, car rentals for large travel teams, using travel planning tools.
• Familiarity with expense reporting and tracking systems (e.g. QuickBooks, Dext, Excel) is a plus.
• Experience or familiarity with working in or alongside northern, remote, or Indigenous communities is a strong asset.
• Strong data entry and collection skills and ability to organize digital files and records accurately.
• High attention to detail, with a strong commitment to confidentiality and integrity.
• Experience with remote work and managing logistics for team members.
• Ability to work collaboratively in a team-oriented environment.
• Bachelor’s degree is preferred but not required.
• Located in Ottawa, Ontario.

SKILLS WE VALUE

• Organized and detail-oriented with excellent time management.
• Proactive, self-directed, and capable of anticipating needs.
• Culturally sensitive and community-minded, especially in northern contexts.
• Comfortable communicating with diverse groups across digital and in-person platforms.
• Adaptable to fast-changing situations and able to shift priorities as needed.
• Discreet and trustworthy with confidential or sensitive information.

Administrative Support

• Provide day-to-day administrative assistance to executive leadership, including inbox triage, document organization, and file management.
• Maintain organized digital systems and assist with documentation and record-keeping.
• Prepare reports, presentations, and other documents as required by leadership.
• Perform all other duties as necessary.

Calendar & Meeting Management

• Own and coordinate complex calendars, balancing internal and external commitments.
• Schedule and organize meetings, send agendas, track RSVPs, and manage meeting logistics.
• Record notes and action items; follow-up to ensure completion.

Travel Coordination

• Coordinate and book detailed travel itineraries for company programs, workshops, community events, particularly for visits to northern remote communities.
• Liaise with community contacts to confirm visit logistics and requirements.
• Prepare travel briefs and support materials for community-facing trips.
• Adjust plans proactively in response to changes or delays.

Communication Execution

• Join local and regional Facebook groups to promote visits or events ahead of time.
• Post updates or messages in community groups before, during, and after visits.
• Support preparation and sharing of public-facing communications content as needed (copywriting, social posts, etc.).
• Monitor Facebook groups and respond to inquiries and messages.

Promotional Material & Inventory Management

• Coordinate the preparation and packing of bags for community visits and events.
• Monitor and assess swag inventory levels; recommend restocks and new orders as needed.
• Track distribution and maintain accurate inventory records.

Project & Operational Support

• Support internal operational projects and assist with execution and follow-up.
• Assist with reporting, research, and system improvements.