Executive Assistant to Chief Executive Officer

Onion Lake Cree Nation; Onion Lake; On-site; CAD 65,000 - 90,000; Full time

Job summary

Onion Lake Cree Nation is seeking an Executive Assistant to the Chief Executive Officer to provide high-level administrative and strategic support. You will manage the CEO’s schedule, coordinate meetings and travel, prepare briefs and presentations, and act as the primary contact for the Office of the CEO with stakeholders and government partners.

The role requires strong organizational, writing, and communication skills, ability to handle confidential information, and proficiency in Microsoft

Qualifications

• Minimum Post-secondary diploma in Business Administration, Office Administration, Public Administration, Executive Administration, or related field.
• Minimum of five (5) years of progressively responsible executive or senior administrative experience.
• Knowledge of First Nations governance, organizational structures, and relationships with governments.
• Strong understanding of First Nations culture, traditions, and protocols; Cree language is a strong asset.
• Advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint, Teams).
• Exceptional writing, editing, and communication skills for executive materials.

Responsibilities

• Provide comprehensive executive and administrative support to the Chief Executive Officer (CEO).
• Manage the CEO's calendar, meetings, and travel within approved budgets.
• Prepare correspondence, reports, briefing notes, agendas, and presentations for the CEO.
• Coordinate meetings, workshops, and special events attended by the CEO.
• Screen calls, emails, mail, and inquiries; liaison between CEO's office and stakeholders.
• Maintain confidential information with discretion and maintain filing systems.
• Prepare and review executive reports and materials for consistency and professionalism.
• Assist with departmental accounts payable, payroll documentation, and travel/expense documentation.

Skills

Executive support

Calendar management

Communication skills

Confidentiality

Stakeholder engagement

Time management

Problem solving

Public speaking

Education

Post-secondary diploma in Business Administration

Tools

Microsoft Office

Excel

Word

Outlook

PowerPoint

Teams

Job description

Position: Executive Assistant to the Chief Executive Officer

Department: C-Suite

Job Classification: Full-Time (Safety Sensitive)

Reports to: Chief Executive Officer

Job Summary

Reporting directly to the Chief Executive Officer (CEO), the Executive Assistant provides high-level executive and administrative support in a confidential, fast-paced, and strategic environment. Acting as the primary point of contact for the Office of the CEO, the Executive Assistant manages communications, coordinates executive priorities, and serves as a key liaison between the CEO, Chief and Council, Executive Leadership, Senior Management, employees, government partners and external stakeholders. The Executive Assistant is responsible for managing the CEO's schedule, coordinating meetings and travel, preparing correspondence, reports, briefing materials, and presentations, and ensuring the efficient flow of information to support informed decision-making. The role also coordinates executive outreach, intergovernmental relations, organizational initiatives, and special projects on behalf of the CEO. Success in this position requires exceptional organizational, communication, and problem-solving skills, along with the ability to exercise sound judgment, maintain the highest level of professionalism, and handle highly sensitive and confidential information with discretion. The Executive Assistant represents the Office of the CEO with integrity and diplomacy while contributing to the effective operation of the Executive Office. Other duties may be assigned as required to support organizational priorities.

Responsibilities

• Provide comprehensive executive and administrative support to the Chief Executive Officer (CEO).
• Manage the CEO's daily, weekly and monthly calendar, appointments, meetings and work schedule, ensuring priorities are effectively coordinated.
• Coordinate all travel arrangements for the CEO, including transportation, accommodations, itineraries, travel claims and related documentation within approved budgets.
• Prepare, draft, edit, proofread, and format correspondence, reports, presentations, briefing notes, agendas, and other documents for the CEO.
• Review documents requiring the CEO's approval or signature to ensure accuracy, completeness, grammar, formatting, and organizational standards.
• Conduct research and prepare background information, briefing materials, and reports to support executive decision-making.
• Coordinate and provide administrative support for meetings, workshops, conferences, strategic planning sessions, community meetings, and special events attended by the CEO.
• Prepare meeting agendas, record and distribute minutes, and monitor follow-up action items for Administration meetings and other executive meetings as assigned.
• Serve as the primary point of contact for the Office of the CEO by receiving, screening, and directing telephone calls, emails, mail, visitors, and other inquiries.
• Act as a liaison between the Office of the CEO, Chief and Council, C-Suite Executives, Directors, departmental staff, external organizations, and community members to ensure effective communication and timely completion of priorities and deliverables.
• Maintain strict confidentiality while handling sensitive and confidential information, records, and correspondence.
• Maintain organized electronic and physical filing systems for the Office of the CEO in accordance with organizational records management practices.
• Ensure the CEO's office is maintained in a professional, organized, secure, and welcoming manner.
• Coordinate logistics and provide technical support for executive presentations, including meeting technology and presentation software.
• Assist Directors and senior leadership by reviewing executive reports and correspondence for consistency, professionalism, grammar, formatting, and organizational standards when required.
• Process departmental accounts payable, purchase orders, cheque requisitions, and related financial documentation, obtaining CEO approval where required.
• Prepare and submit payroll documentation for the Office of the CEO in accordance with organizational procedures and Human Resources deadlines.
• Assist employees with payroll-related inquiries by coordinating with Human Resources as appropriate.
• Maintain departmental financial records, monitor administrative expenditures, and prepare travel and expense documentation for the CEO.
• Attend meetings, workshops, conferences, community events, and official functions on behalf of or alongside the CEO as directed.
• Support the overall operations of the Administration Office by providing administrative assistance and contributing to organizational initiatives as required.
• Present a professional, courteous, and positive image of the Office of the CEO in all interactions with employees, leadership, community members, partners, and stakeholders.

Qualifications

• Minimum Post-secondary diploma in Business Administration, Office Administration, Public Administration, Executive Administration, or a related field. An equivalent combination of education and experience may be considered.
• Minimum of five (5) years of progressively responsible executive or senior administrative experience, preferably supporting a Chief Executive Officer, Executive Leadership Team, or elected leadership.
• Demonstrated knowledge and understanding of First Nations governance, organizational structures, and the relationship between First Nations, provincial, and federal governments.
• Knowledge of legislation, policies and governance principles related to Onion Lake Cree Nation's Inherent and Treaty Government mandate.
• Strong understanding of First Nations culture, traditions, customs, history, and cultural protocols. Ability to communicate in the Cree language is considered a strong asset.
• Advanced proficiency with Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams, with the ability to quickly learn new software applications.
• Exceptional writing, editing, and communication skills with proven experience preparing executive correspondence, briefing notes, reports, presentations, proposals, and meeting materials.
• Demonstrated ability to synthesize complex information into concise, accurate, and professional documents for executive decision-making.
• Experience coordinating executive schedules, travel, meetings, special projects, and organizational events.
• Experience with financial administration, including budget monitoring, expense tracking, and financial reporting.
• Proven ability to exercise sound judgment while managing highly confidential, politically sensitive, and privileged information.
• Strong organizational, planning, time management, and multitasking skills with the ability to manage competing priorities and meet tight deadlines.
• Excellent interpersonal, relationship-building, and stakeholder engagement skills with the ability to interact professionally with elected officials, senior leadership, employees, government representatives, community members, and external partners.
• Demonstrated leadership, initiative, critical thinking, and resourceful problem-solving abilities.
• Strong facilitation, presentation, and public speaking skills.
• Ability to work independently with minimal supervision while contributing effectively within a collaborative team environment.