Executive Assistant to Council

at  Alderville First Nation

JOB SUMMARY

The Executive Assistant to Council is responsible to ensure that the Alderville First Nation Leadership is provided with high level administrative and liaison support to operate effectively and efficiently as they strive to contribute to the growing needs of membership.

EXPERIENCE

• Results-oriented high level administrative support skills.
• Strong communicator with proven excellent oral and written communication skills particularly in business and government correspondence.
• Exceptional familiarity with technology and desktop applications (MS Office, Zoom, Outlook, etc.)
• Familiar with all office machines including photocopiers, fax machines, VOIP phone systems, etc.
• Proven ability to network effectively and productively with a First Nation community, various community organizations, other First Nations, federal and provincial governments and other external agencies.
• Demonstrated ability to work with a high level of tact, discretion, and professionalism; well-developed staff/public relations.
• Work experience with a First Nation or Indigenous Organization.
• Experience and/or training in Privacy Legislation.
• Experience with finance.

MINIMUM QUALIFICATIONS:

• Post Secondary education in Public or Business Administration or related field.
• Minimum 2-5 years of administrative, clerical or coordination experience.

Specialization required:

• Demonstrated knowledge and understanding of Anishinaabe culture, traditions, teachings, community dynamics.
• Certification in Local Government Administration or equivalent work experience.
• Knowledge of legislation governing First Nations.
• Knowledge of Alderville First Nation community, traditions, teachings, culture, protocols, and practices.

Considered an asset:

• Previous experience as an assistant supporting public officials would be an asset.
• Emergency Response Preparedness training or willing to obtain.

Minimum Requirements:

• Valid driver’s license and $1M liability insurance.
• CPIC acceptable to position upon conditional offer.

Job Types: Full-time, Permanent
Pay: $58,300.00-$63,300.00 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care

Flexible language requirement:

• French not required

Schedule:

• Monday to Friday

Work Location: In person
Application deadline: 2025-01-24
Expected start date: 2025-03-0

Liaison:

• Works co-operatively with the First Nation Manager (FNM) and AFN Staff, as necessary to provide effective and efficient administrative support services back to Chief & Council.
• Facilitates internal communications, email correspondence and verbal communications set forth from Chief & Council and FNM, answers inquiries from AFN Staff regarding C&C direction when applicable.
• Liaises with AFN membership, public and other First Nation Governments and Organizations including other levels of Federal, Provincial and Municipal Governments.
• Acts as ‘Emergency Preparedness Coordinator’ liaison on behalf of Council and AFN operations.
• Ensures accurate and effective communication and information is being properly disseminated.

Administration:

• Collects & analyzes information; reads, research, and routes correspondence; drafts letters & documents; initiates telecommunications.
• Prepares, keys in, edits and proofreads correspondence, reports, invoices, presentations, brochures, publications, reports, briefing notes and other Chief & Council related material from machine dictation, voice recordings, videotaped meetings and handwritten copy using appropriate computer software.
• Oversees the coordination and preparation of the Monthly Community Newsletter and ensures the Chief & Council Submissions are inserted.
• At the direction of Chief & Council, posts information for community, staff, and members on AFN web portals.

Finance & Other Related Duties:

• Holds signing authority on corporate cheques.
• Maintains Corporate credit cards – purchases, submissions to finance.
• Makes travel/accommodation arrangements for Chief & Council (flight, rail, air, ground transportation) & assists with their expense claims.
• May coordinate and organize conferences and special events sponsored by Chief & Council.
• Arranges corporate events to take place inside and outside the office – staff meetings, community meetings, assistance with elections, ratification gatherings, community dinners, off-site retreats, and other community and/or staff events.