Temporary Executive Assistant (Open Until Filled)

Bimose Tribal Council Inc.; Northwestern Ontario; Hybrid; CAD 45,000 - 65,000; Full time

Job summary

Bimose Tribal Council Inc. is seeking a highly organized Temporary Executive Assistant to support the Executive Director during a leave period. The role prioritizes confidentiality, accuracy, and strong administrative skills to manage calendars, travel, minutes, and correspondence.

The successful candidate will coordinate meetings, prepare presentations, and maintain filing systems while handling sensitive information with professionalism across leadership teams and external partners.

Qualifications

• Post-secondary diploma in Business Administration or related discipline (preferred).
• 3–5 years of experience in an administrative role (preferred).
• Strong knowledge of office procedures and administrative practices.
• Keen attention to detail and strong organizational skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Valid driver’s license and ability to travel as required.
• Excellent interpersonal, written, and verbal communication skills.
• Understanding of Anishinaabe language and culture is considered an asset.

Responsibilities

• Prepare travel schedules, book travel arrangements, and make reservations for the Executive Director and management team.
• Coordinate logistics for meetings, workshops, events, and special projects, ensuring all materials and equipment are prepared.
• Review documents, reports, and correspondence for format, content, grammar, and accuracy prior to executive signature.
• Receive and screen inbound calls, emails, and visitors; redirect inquiries as appropriate.
• Assist with the preparation of presentations and proposals, including electronic formats.
• Maintain appointment schedules and calendars for the Executive Director, Board of Directors, and Committees.
• Organize in-person and virtual Board and Committee meetings, including agendas, minutes, meeting packages, and room setup.
• Manage storage, filing, and security of documents such as policies, motions, by-laws, and legal records.
• Complete expense reports, cheque requisitions, invoice processing, and other related administrative duties.
• Attend meetings (e.g., Annual Meeting, staff meetings, advisory meetings) to record minutes.
• Maintain confidentiality in all aspects of First Nation, Tribal Council, operational, and employee information.
• Perform additional administrative and office-related duties as required.

Skills

Organizational skills

Communication skills

Attention to detail

Confidentiality

Time management

Education

Post-secondary diploma in Business Administration or related discipline

Tools

Microsoft Office Suite

Job description

Temporary Executive Assistant (Open Until Filled)

Position Type: Temporary Assignment (Leave Coverage)

Reports To: Executive Director

Bimose Tribal Council is seeking a highly organized, detail-oriented individual to fill a Temporary Executive Assistant role to support the Executive Director during a leave period. This fast-paced position requires strong administrative skills, professionalism, and the ability to manage confidential information while supporting leadership, staff, and organizational operations.

Position Summary

Under the direction of the Executive Director, the Temporary Executive Assistant will coordinate travel and accommodations, schedule appointments, prepare and distribute meeting minutes, and draft internal and external correspondence. The role requires maintaining confidentiality, managing multiple priorities, and interacting professionally with employees, management, and external partners.

Key Responsibilities

• Prepare travel schedules, book travel arrangements, and make reservations for the Executive Director and management team.
• Coordinate logistics for meetings, workshops, events, and special projects, ensuring all materials and equipment are prepared.
• Review documents, reports, and correspondence for format, content, grammar, and accuracy prior to executive signature.
• Receive and screen inbound calls, emails, and visitors; redirect inquiries as appropriate.
• Assist with the preparation of presentations and proposals, including electronic formats.
• Maintain appointment schedules and calendars for the Executive Director, Board of Directors, and Committees.
• Organize in-person and virtual Board and Committee meetings, including agendas, minutes, meeting packages, and room setup.
• Manage storage, filing, and security of documents such as policies, motions, by-laws, and legal records.
• Complete expense reports, cheque requisitions, invoice processing, and other related administrative duties.
• Attend meetings (e.g., Annual Meeting, staff meetings, advisory meetings) to record minutes.
• Maintain confidentiality in all aspects of First Nation, Tribal Council, operational, and employee information.
• Perform additional administrative and office-related duties as required.

Qualifications

• Post-secondary diploma in Business Administration or a related discipline (preferred).
• 3–5 years of experience in an administrative role (preferred).
• Strong knowledge of office procedures and administrative practices.
• Keen attention to detail and strong organizational skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Valid driver’s license and ability to travel as required.
• Excellent interpersonal, written, and verbal communication skills.
• Understanding of Anishinaabe language and culture is considered an asset.

We thank all applicants for their interest. Only those chosen for an interview will be contacted.