Executive Assistant to Director of Community Services

Wiikwemkoong Unceded Indian Reserve; Wikwemikong; On-site; CAD 69,000 - 85,000; Full time

Job summary

Wiikwemkoong Unceded Indian Reserve seeks an Executive Assistant to the Director of Community Services to provide high-level administrative support and coordinate across Community Services, WAAN, Ontario Works, and related programs with confidentiality and professionalism.

The role involves calendar management, briefing notes, reports, meeting materials, travel coordination, and liaison with Ogimaa, Council, and external partners. Prior executive support and cultural awareness are valued.

Qualifications

• Post-secondary education in admin or related field is required.
• Strong communication and interpersonal skills essential.
• Ability to manage multiple priorities in a fast-paced environment.
• Knowledge of Anishnaabe culture and Wiikwemkoong programs preferred.
• Experience working with senior management and council is an asset.
• Confidentiality and professional judgement required.
• Proficient with office systems and computer software.

Responsibilities

• Provide executive and administrative support to the Director of Community Services.
• Prepare correspondence, briefing notes, reports and meeting materials.
• Coordinate meetings, agendas, minutes and follow-up actions.
• Serve as liaison between Director and department management.
• Maintain department task lists, deadlines and directives.
• Assist with strategic priorities, work plans and cross-department initiatives.
• Prepare quarterly and annual reports; support decision-making.
• Coordinate travel, events and community engagements.
• Process purchase orders and travel claims per policy.
• Maintain confidential records and support communications with partners.
• Perform other duties as assigned.

Skills

Communication skills

Interpersonal skills

Conflict resolution

Problem solving

Multi-tasking

Initiative

Exec admin exp

Cultural sensitivity

Sr management exposure

Office systems

Education

Post-secondary degree in admin related field

Tools

Office software

Job description

Executive Assistant to Director of Community Services

Wiikwemkoong Unceded Territory is seeking a highly organized, professional and motivated individual to fill the position of Executive Assistant to the Director of Community Services. The Executive Assistant provides high-level administrative, organizational and coordination support to the Director of Community Services. The position serves an important role in supporting communication, planning, reporting and coordination across the Community Services departments, which includes Wikwemikong Ontario Works, Enhanced Community Safety (Security, Surveillance & By-Law Enforcement), Wiikwemkoong Anishinaabe Aadiziwin Naakigamig (WAAN), and the Wiikwemkoong Justice Program.

The successful candidate will be expected to exercise sound judgement, initiative, professionalism and a high degree of confidentiality while working with departmental management, WUT administration, Ogimaa and Council, community members and external partners.

RESPONSIBILITIES

• Provide executive and administrative support to the Director of Community Services, including managing correspondence, calendars, appointments, meetings and competing priorities.
• Prepare professional correspondence, briefing notes, reports, presentations, meeting materials and other confidential documents.
• Coordinate meetings, prepare agendas and supporting materials, record minutes, track decisions and follow-up actions.
• Serve as an administrative liaison between the Director and management of departments within the Community Services Pillar
• Maintain and monitor departmental task lists, priorities, deadlines, Council directives and other action items requiring follow-up.
• Assist with coordinating Community Services strategic priorities, annual work plans, special projects and cross departmental initiatives.
• Compile departmental information and assist with quarterly, annual, Council and other organizational reporting requirements.
• Conduct research and prepare background information to support executive decision-making and departmental initiatives.
• Coordinate travel, meetings, community engagements, presentations and special events involving the Director.
• Process purchase orders, payment requests, travel claims and other administrative documentation in accordance with WUT policies.
• Maintain accurate and confidential electronic and physical records.
• Support effective communication between Community Services, WUT departments, Ogimaa and Council, external organizations and community partners.
• Perform other related duties and special projects as assigned by the Director of Community Services.

REQUIREMENTS

• Post Secondary diploma or degree in Business Administration, Office Administration, Public Administration, Indigenous Studies, or a related field; an equivalent combination of education and experience may be considered.
• Knowledge of sensitivity to Anishnaabe culture
• Knowledge of Wiikwemkoong Unceded Territory’s programs and services.
• Knowledge of external agencies related to First Nations operations.
• Excellent communication and interpersonal skills.
• Excellent conflict resolution and problem-solving skills.
• Sr executive administrative experience in an Anishnaabek and/or non-profit Agency working with Sr Management, Chief and council and committees would be an asset.
• Experience working with various office systems and proficient computer skills.
• Ability to manage multiple priorities and work in a fast-paced environment
• Ability to demonstrate a high level of initiative.

Salary: $77,000.00/yr

Confidential: Executive Assistant to Director of Community Services
Box 112 19A Complex Drive Wiikwemkoong Unceded Indian Reserve
Wiikwemkoong ON P0P 2J0
Email: [e-mail]