TEMPORARY EXECUTIVE ASSISTANT ID: 66423

Deadline Date: 2021/05/28

Location:  Michipicoten

We are seeking an organized, professional, and dynamic individual to fill the role of Temporary Executive Assistant. Reporting directly to the Chief and indirectly to the Executive Officer, the Executive Assistant is responsible for providing high-level administrative support, including incoming and outgoing document control to the Chief and Council and Committees, as well the senior management team and staff. 

Posting Date:
37.5
City:
 Michipicoten
Province:
 Ontario
Address:
 107 Hiawatha Dr
Start Date:
 
Type:
 Full-Time
Hours:
 37.5
Wage:
 Will be based on qualifications and experience
Number of positions:
 1
Days of work:
 Monday, Tuesday, Wednesday, Thursday, Friday
Occupation:
 
Duties:
Administration & Communications

• Manages and Coordinates Chief and Council Calendar
• Participates as resource to the management team, takes notes and provides discussion summaries
• Communicates on behalf of Chief & Council, as directed
• Classifies, scans, sorts, files, and retrieves email, correspondence, and all Council documents as requested.
• Composes emails, correspondence, and administrative documents for Chief and Council
• Compose and coordinate communications from various Consultants and legal counsel
• Schedules zoom meetings and teleconferences
• Accepts other tasks as assigned by Chief or Executive Officer
• Provide administrative support when required.
• Research relevant information for projects and consultation requirements
• Liaise with Executive Officer or designate as necessary

Support for Council Meetings
• Acts as a resource on Council Policies and Procedures, Election Regulations and the Nation’s law and policies
• Attends, coordinates, and records all Council and committee meetings
• Develops agendas
• Coordinates catering and set-up for meetings
• Compiles meeting packages including, agenda, background info, research, draft motions/resolutions & BCRs
• Organizes documents that need to be signed
• Prepares attendance sheets and tracks meeting attendance.
• Distributes meeting packages to Chief & Council
• Ensures confidentiality of sensitive information
• Communicate Council’s directions to staff, consultants, and citizens

Event & Meeting Coordination
• Coordinates logistics of committee meetings, external meetings, conferences, and events, including Citizenship meetings in Sault Ste. Marie & Sudbury
• Coordinates and negotiates catering
• Coordinates meetings, travel, accommodations and honourariums for Chief & Council, staff and consultants
• Develops agenda
• Sends meeting invitations by phone, email, flyer
• Complete travel expense forms for Chief & Council and Staff
• Creates and distributes citizen communications materials
• Assists presenters, facilitators, and guests
• Registers meeting attendees
• Prints and organizes all materials for distribution
• Purchases office supplies, program supplies, gifts

Citizen Support for Ratification Votes
• Acts as a resource on ratification procedures
• Coordinates and moderates events
• Provides support for citizenship voting
• Assists citizens with registering to the MFN website
• Establishes voting polls)
• Explains to citizens how to vote
• Responds to citizens’ inquiries

Qualifications:
  • Administrative Assistant and (or) Business Administration Certificate or Diploma
  • Minimum of five (5) years'' executive level administrative experience
  • Knowledge of standard administrative management practices and procedures
  • Knowledge of business and management principles
  • Highly proficient with MS office
  • Knowledge of First Nations administration and management practices (asset)
Misc.:
Michipicoten First Nation may, at its discretion, waive any or all of the aforementioned requirements if a suitable candidate accepts to follow a training plan determined by Michipicoten First Nation as a condition of employment.

 Michipicoten First Nation is dedicated to promoting equity and diversity and serving the interests of their citizens. The successful candidate will be primarily engaged in serving the interests of Michipicoten citizens and Michipicoten will give preference to citizens and Indigenous candidates who possess the necessary qualifications.

Closing Date/Apply by:
2021/05/28
How To Apply:
Interested persons may submit their cover letter & resume as one document by email to Lisa Belanger hr@michipicoten.com 

 

Employer Contact Information

Contact Name:
 Lisa Belanger
Position Title:
 
Company Name:
 Michipicoten First Nation
Address:
 107 Hiawatha Dr
City:
 Michipicoten
Province:
 Ontario
Postal Code:
 P0S 1K0
Phone:
 8076207895
E-mail:
 hr@michipicoten.com
Web Address:
 www.michipicoten.com