JOB SUMMARY:

Reporting directly to the Director, Public Works (PW), this role works independently and exercises initiative, judgment, and problem-solving skills to complete work. The Executive Assistant assesses the complex demands of their Director’s team and, when appropriate, handles issues both in person and through written communication.

The Executive Assistant (EA) provides a high-level of administrative support to the Director to contribute to the efficient and professional operation of the PW team. The EA is well organized and responds to issues throughout the organization, liaising with team members to follow up on action items, gathering information and providing direction on work directed by the Director.

This role also includes overseeing all PW administrative financial and record and information management systems and other office services for the department. This includes the management of all record and information systems and electronic accounts. This will require the operation of financial management software to ensure a complete and accurate account of all financial transactions within the department.

Duties and Responsibilities:

Executive Administrative

• Maintain the PW Director’s calendar, including scheduling meetings and assessing the priority/urgency of requests. Will need to consult with staff and external contacts to coordinate dates, times and meeting locations.
• Screen and prioritize email communications and correspondence. File emails as needed to the appropriate locations on Sharepoint or network folders as applicable.
• Create correspondence, memos, reports, presentations, meeting agendas and minutes then review information for appropriateness and accuracy for the PW Director. Document creation may include gathering additional information from other staff.
• Attend meetings alongside the PW Director or in the Director’s place (e.g., Chief and Council, PW team leads/managers, PW all staff meetings). This will include following up on action items, forwarding key information to staff or additional review of commitments/issues brought up in meetings.
• Develop and maintain multiple well-organized electronic filing systems that permit easy reference and retrieval of information.
• Assist and /or coordinating all PW events including open houses, strategic planning sessions, and PW staff luncheons.
• Book travel arrangements, prepare travel schedules and make reservations on behalf of the Director and PW staff as needed.
• Act as the point of contact in the Director’s absence, as necessary.
• Perform other related duties as required.

Office Coordinator

• Manage the department’s financial tracking systems (i.e., QuickBooks and Xyntax), to ensure a complete and accurate account of all financial transactions within the department.
• Assist with the annual budget planning process to ensure compliance and alignment with the Finance Audit Law (FAL).
• Adhere to TWN’s financial best practices and any emerging changes.
• Run errands or perform other administrative duties as required.

QUALIFICATIONS:

• Grade 12 education plus Post-Secondary Administration course training or equivalent experience. Bachelor’s degree in relevant field an asset. A combination of education and experience may be considered.
• Minimum two years’ experience in a progressively senior level support role (support of senior management).
• Strong computer skills with advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) at an advanced level and advanced level keyboarding skills.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Previous experience working in a First Nations community and/or organization is preferred.
• Must successfully pass a Criminal Records Check.

Skills and Abilities:

• Must be a team player and able to work well independently.
• Self-motivated, flexible and energetic, with ability to take initiative.
• Willingness to participate in work-related courses, seminars and training as required.
• Self-motivated, proactive approach to work and seeks out opportunities to contribute to the company’s efficiency and success without waiting to be assigned tasks.
• Ability to apply tact and discretion in preparing, disclosing, and handling information of a confidential and/or sensitive nature.

WORKING CONDITIONS:

Physical and Environmental Demands

• Significant desk work with long periods of manual dexterity activities (keyboard operations, electronic filing).
• Dynamic environment with multiple demands, changing priorities and constant interruptions.

Mental Focus

• Must remain calm, professional, objective, and constructive.
• Attention to detail with strong organizational skills.
• Stress may be caused by the need to complete tasks within tight deadlines.
• Must model adherence to established systems and processes.

Travel and Work Hours

• Occasional travel may be required.
• May be required to work extended hours, evening, and weekends.

If this role interests you, please click the link below to directly apply.

Executive Assistant & Office Coordinator

Or send your Resume and Cover Letter to jobapplications@twnation.ca

We appreciate everyone’s interest in the role, however only shortlisted applicants will be contacted.