Sr Office and Administrative Assistant (Policy)

First Nations Finance Authority; Ottawa; Hybrid; CAD 76,000 - 85,000; Full time

Benefits offered by this job

Retirement contributions 6%

Extended health benefits

Generous paid time off

Wellness programs

Career development opportunities

Job summary

First Nations Finance Authority in Ottawa is seeking a Senior Office and Administrative Assistant who will report to the VP, Partnerships, Strategy & Public Affairs. The role provides high-level administrative support to the VP and the executive team, prepares presentations and briefing notes, coordinates travel, and ensures a professional, organized workplace for the Ottawa staff.

Hybrid work in the National Capital Region with occasional travel.

Qualifications

• Post-secondary diploma/degree with 7–10 years in a senior administrative role.
• CCAP or related professional qualification is a plus.
• Strong organization and multitasking abilities with changing priorities.
• Proficiency with Microsoft 365 and collaboration tools.
• Fluent English; French or Indigenous language is an asset.
• Ability to maintain confidentiality.

Responsibilities

• Manages the calendar for the VP, Partnerships, Strategy & Public Affairs, scheduling meetings and appointments.
• Supports travel logistics (hotels, flights, transport) for executives as needed.
• Conducts research and follows up on issues for the senior executive team.
• Provides administrative support to facilitate execution of FNFA strategy.
• Coordinates activities and initiatives, ensuring follow-up with the VP and informing stakeholders.
• Monitors deliverables, timelines, and action items related to strategic initiatives.
• Acts as liaison with senior management on confidential discussions.
• Drafts documents and presentations for the VP; prepares meeting packages and expense claims.

Skills

Microsoft 365

PowerPoint

Excel

Outlook

MS Teams

SharePoint

Confidentiality

Written and verbal communication

Travel coordination

French or Indigenous language asset

Education

Post-secondary diploma/degree

Tools

Microsoft 365 Suite

Job description

The Senior Office and Administrative Assistant reports to and works closely with the VP, Partnerships, Strategy & Public Affairs and plays an important role in the efficient and smooth operation of FNFA’s daily administrative functions. This position provides high-level administrative support to the VP, Partnerships, Strategy & Public Affairs, as well as providing office support services to the Ottawa staff and leadership, helping to maintain a professional, organized, and welcoming workplace.This position prepares PowerPoint presentations, letters, briefing notes, makes necessary travel arrangements, and liaises with FNFA Senior Executive team, staff, and other stakeholders as necessary. The incumbent is responsible for coordinating, tracking, and organizing the activities, policy related events and initiatives of the VP, Partnerships, Strategy & Public Affairs and ensures that she is informed regarding meetings, events, commitments, and other responsibilities, including following up as necessary.

This position is a hybrid position. (Located in the National Capital region.)Travel for meetings and events will be required from time to time.

Responsibilities

• Manages the calendar of the VP, Partnerships, Strategy & Public Affairs, including scheduling both internal and external meetings and appointments.
• Supports travel logistics (e.g., hotels, flights, transportation) for the VP, Partnerships, Strategy & Public Affairs or other executives as needed.
• Conducts research and following up on incoming issues to be addressed by the senior executive team.
• Provides administrative support to facilitate the execution of the FNFA strategy.
• Coordinates, tracks, and organizes activities and initiatives, ensuring scheduled items are brought forward for follow-up, and keeping the VP, Partnerships, Strategy & Public Affairs informed.
• Monitors, coordinates, and reports on deliverables, timelines, and action items related to high-level organizational initiatives, such as strategic and annual operating plans.
• Acts as a liaison with members of the senior management team on behalf of the VP, Partnerships, Strategy & Public Affairs, including discussions involving highly confidential information.
• Assists with and supports admin and logistics for special projects.
• Collaborates, on behalf of the VP, Partnerships, Strategy & Public Affairs, with staff to draft documents and presentations or to gather information.
• Drafts PPTs, briefing notes, emails, letters, reports, and communiques for the VP, Partnerships, Strategy & Public Affairs.
• Compiles meeting packages for the VP, Partnerships, Strategy & Public Affairs ensuring that necessary background materials and information are provided, allowing time for review prior to meetings.
• Prepares expense and travel claims on behalf of the VP, Partnerships, Strategy & Public Affairs or other executives as necessary.
• Provides logistical and administrative support for designated committee meetings.
• Meets regularly with the VP, Partnerships, Strategy & Public Affairs to define, prioritize, and execute tasks and projects.
• Other duties may be assigned as required.

Qualifications

• Post-secondary diploma/degree plus 7-10 years' experience in a senior administrative role preferred.
• A professional qualification (or willingness to obtain) such as Canadian Certified Administrative Professional (CCAP) or the Canadian Certified Administrative Professional Associate through the Association of Administrative Professionals would be considered an asset.
• Superior organizational skills, and the ability to effectively manage, plan, and prioritize multiple time-sensitive tasks and changing priorities.
• Strong knowledge of office procedures and practices.
• Effective written and oral communication skills in English.
• High degree of proficiency and experience with office software applications, including Microsoft 365 (Word, Excel, PowerPoint, Outlook), virtual meeting platforms (e.g. MS Teams, Zoom), and collaboration platforms (e.g. SharePoint).
• Accuracy and attention to detail in a fast-paced environment with multiple competing priorities.
• Knowledge or experience working with First Nation communities or organizations is an asset.
• Demonstrated critical thinking, research and analysis skills.
• Dependable team player with effective listening and interpersonal skills.
• Must be capable of maintaining confidentiality.
• Ability to work collaboratively, exercise tact, critical thinking, and good judgment.
• Ability to remain flexible and be willing to adapt to multiple competing priorities.
• Ability to communicate in French or an Indigenous language is an asset.
• Demonstrated ability to work independently, take initiative, think proactively, and prioritize work; accountable, establish and achieve goals.
• Ability to travel from time to time.

Starting Compensation: $75,600 - $84,500 (dependent on qualifications and experience)

• Work/life balance – our workdays are typically 8:00 am to 4:00 pm, weekdays
• Retirement contributions of 6%
• 100% Employer paid extended health benefits
• Generous paid time off
• Employee wellness programs
• Career development (FNFA believes in mentorship and professional development)

Full-time position. The successful candidate will work in the National Capital Region.