Executive Assistant, Administration

Work in Middlesex; Melbourne; On-site; CAD 65,000 - 85,000; Full time

Benefits offered by this job

Health & dental benefits

Employer-matched pension plan

Employee Assistance Program (EAP)

Holiday closure during Christmas/New-年

Job summary

The Chippewas of the Thames First Nation seeks an Executive Assistant to provide high-level administrative, operational, and strategic support to the Administration Department and leadership team.

The successful candidate will coordinate executive schedules, prepare reports and briefing materials, assist with budgeting and governance processes, and maintain confidentiality while liaising with government officials and community members.

Qualifications

• Strong organizational skills, time management, and ability to manage multiple priorities.
• Excellent written and verbal communication abilities with attention to detail.
• Experience supporting executive leadership in complex environments.
• Knowledge of policy analysis, research methodologies, and government processes.

Responsibilities

• Manage calendars, schedules, appointments, and travel for leadership.
• Prepare meeting agendas, minutes, briefing notes, and reports.
• Coordinate budgeting, financial reporting, and administrative processes.
• Serve as liaison between leadership, community members, and government officials.
• Support organizational planning, policy development, and governance activities.

Skills

Organizational skills

Communication skills

Analytical thinking

Problem-solving

Time management

Education

Diploma or degree in Business Administration, Public Administration, Indigenous Studies, Political Science, or a related field

Tools

Microsoft Office Suite

Job description

Business Location

Location: Chippewas of the Thames First Nation, Ontario

Position Details

Position Type: Full Time

Category: Office / Administration Support

Work Place Location: In Person

Hours: 37.5 hours per week working onsite 8:30am – 4:30pm

Apply By: September 18, 2026 at 12:00am

Summary

Reporting to the Administration Officer, the Executive Assistant provides high‑level administrative, operational, and strategic support to ensure the efficient functioning of the Administration Department and leadership team. This role serves as a key liaison between leadership, staff, community members, government representatives, and external stakeholders while maintaining the highest level of professionalism and confidentiality. The Executive Assistant coordinates executive schedules, prepares reports and briefing materials, supports policy development and research initiatives, assists with financial and operational activities, and contributes to organizational planning and advocacy efforts. The successful candidate will possess strong organizational skills, excellent communication abilities, and a commitment to supporting the goals and priorities of Chippewas of the Thames First Nation.

Responsibilities

• Manage calendars, schedules, appointments, meetings, and travel arrangements for leadership.
• Coordinate and prepare meeting agendas, minutes, briefing materials, and follow‑up action items.
• Prepare reports, presentations, correspondence, speeches, briefing notes, and decision documents.
• Act as a liaison between leadership, community members, government officials, and external stakeholders.
• Assist with budgeting, accounts payable and receivable, financial reporting, and administrative processes.
• Coordinate events, workshops, training sessions, and community meetings.
• Conduct research and analysis on policy, legislation, governance, and issues impacting First Nations communities.
• Support the development, implementation, and review of organizational policies and procedures.
• Review documents and correspondence for accuracy, grammar, formatting, and completeness.
• Collaborate with departments across the organization to support operational goals and priorities.
• Participate in government relations, advocacy initiatives, and public communication strategies.
• Maintain strict confidentiality and safeguard sensitive organizational information.
• Support organizational planning, project coordination, and continuous improvement initiatives.
• Perform other related duties as assigned.

Education

Post Secondary Education

Qualifications

Experience Required

• Diploma or degree in Business Administration, Public Administration, Indigenous Studies, Political Science, or a related field.
• Strong understanding of First Nation governance, culture, traditions, and community priorities.
• Experience providing executive‑level administrative support in a complex organizational environment.
• Knowledge of policy analysis, research methodologies, and government processes.
• Excellent organizational, time management, and multitasking skills.
• Strong written and verbal communication skills with the ability to prepare reports, policies, and briefing materials.
• Proficiency in Microsoft Office Suite and standard office software.
• Demonstrated ability to maintain confidentiality and exercise sound judgment.
• Strong analytical, critical thinking, problem‑solving, and decision‑making abilities.
• Ability to work independently and collaboratively within a team environment.
• Valid Ontario Class G Driver’s Licence and access to an insured vehicle.
• Must provide a satisfactory CPIC and Vulnerable Sector Check.

Compensation And Benefits

What Chippewas of the Thames First Nation Has to Offer:

• Comprehensive benefits for permanent employees, supporting health, dental, and overall well‑being.
• Employer‑matched pension plan to help build long‑term financial security.
• Access to a confidential Family Employee Assistance Program (EAP) to support mental, emotional, and family wellness.
• Two‑week holiday closure over Christmas and New Year’s, providing dedicated time to rest and recharge with family and community.

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