Apply By: May 2, 2025
Department: Chief and Council Admin
Employment Term: Permanent Full-Time (1 position)
SUMMARY
Reporting to the Director of Operation (DOO) and the Chief and Council, the Executive Assistant is responsible for the effective operation of the DOO Office as well as the Office of the Chief and Council, including communications, scheduling, coordination, referrals, ensuring plans, proposals, contracts and other information required for the effective administration of the Nation are maintained and updated. The Executive Assistant relays matters which require the DOO’s attention, coordinating appropriate levels of collaboration between the DOO, Chief and Council, directors, and other staff, Mistawasis Nehiyawak members, other Nations, government, and various partners.
This position must remain current on all the administrative files of the Nation, supporting communication and coordination. This includes researching and preparing necessary information for meetings as required.
This position requires strong organizational and planning skills, exceptional communications and problem-solving/referral ability, initiative, flexibility, a high degree of human relations skills, and a broad knowledge of both the political and administrative operations of the Nation. The incumbent must display tact, courtesy and political awareness always.
DUTIES AND RESPONSIBILITIES
- Provide consistent administrative support to the DOO and Chief and Council, managing various communications and tasks to ensure the DOO is informed of emergent issues, schedules, and relationship considerations. Work closely with the Chief and Council to ensure information and directions are shared and followed up.
- Coordinate and attend meetings, prepare agendas, prepare documents, record minutes. Plan or assist with meetings and various gatherings.
- With Finance, develop and maintain a comprehensive system for tracking proposals, contracts, and reports for which departments and the DOO are responsible.
- Maintain efficient filing Coordinate travel arrangements, reconcile expenses, and maintain calendars.
- Support the development or review of policies and procedures and participate in initiatives to improve the overall administrative functions of the Nation.
- Maintain the current organizational charts.
- Perform purchasing and other financial functions, adhering to the finance and purchasing policy.
- Provide timely and appropriate responses to enquiries or refer to other departments or agencies as appropriate. In consultation with the DOO, refer or manage matters from members and others, which may be of a sensitive nature.
- Establish and maintain positive relationships with internal and external individuals and agencies.
- Maintain confidentiality and provide confidential support as necessary.
- Stay current with the Nation’s policies and procedures.
- Handle a variety of special assignments independently; balance and manage a substantial workload of projects and initiatives with overlapping priorities and deadlines, and with varying internal pressures.
- Contribute to Mistawasis Nehiyawak’s integrity and image by being knowledgeable about First Nations protocol and protocols of government and funding agencies.
- Engage in, contribute to, and accomplish the vision and goals of the Nation.Promote a positive work atmosphere and communicate in a professional manner that demonstrates mutual respect.
- Other related duties as directed.
SKILLS
The Executive Assistant must demonstrate the following skills:
- Knowledge of First Nations culture and traditions, and of systemic issues faced by First Nations people, and of the political and administrative structures of First Nations.
- Demonstrated commitment to service excellence.
- Demonstrated positive experience and judgement in decision-making and problem solving.
- Proficient in appropriate technological resources including word processing, spreadsheet and database construction and application, e-mail, internet, and web-based research.
- Excellent interpersonal skills.
- Proven ability to gather, analyze, integrate, and summarize complex and varied material, and to provide accurate, complete, and current information and advice on short notice.
- Demonstrated initiative to stay informed about community and organizational changes, initiatives, and opportunities.
- Demonstrated critical thinking and analysis/feedback skills.
- Demonstrated excellent oral and written communication skills, including ability to produce short project information and data summaries.
- Ability to work independently and prioritize effectively to meet demanding work schedules and deadlines, usually beyond the control of the position.
- Proven ability to develop and maintain positive working relationships internally and externally.
- Ability to maintain confidentiality.
- Ability to work positively in a busy, demanding environment.
PERSONAL ATTRIBUTES
The Executive Assistant must maintain strict confidentiality. The incumbent must also demonstrate the following personal attributes:
- be honest and trustworthy
- be respectful
- possess cultural awareness and sensitivity
- be flexible
- demonstrate sound work ethics
- MUST live a healthy life-style –Drug and Alcohol Testing will be required
- Team Building and Collaboration
- Uses techniques that foster team building, mutual respect, and joint decision making in all interactions with colleagues, educators, other professionals, and the public.
- Commits to a capacity-building approach that uses collaboration (with two or more people or organizations) to promote education, training and employment.
QUALIFICATIONS
- Completion of a relevant diploma or degree, with a minimum of two years’ previous executive assistant experience at a similar level, or an equivalent combination of education and experience.
- Accepted Criminal Record Check (CPIC) required.
OTHER REQUIREMENTS
- Requires minimum supervision, able to work independently and maintains a supportive and cooperative environment with colleagues.
- Flexibility regarding assigned work hours and location.
- All candidates must be able to work with a diverse population.
OTHER
- Must possess a valid Saskatchewan driver’s license, a reliable vehicle.
- Must provide a current, original, Canadian Criminal Record Check (CPIC) with vulnerable sector search, as a condition of employment.
APPLY
To apply, please submit your resume and cover letter detailing your qualifications along with three (3) references to:
Mistawasis Nêhiyawak
P.O. Box 250
Leask, Saskatchewan
SOJ 1M0
Email: hr@mistawasis.ca
Fax: (306) 466-2299
Only successful applicants will be contacted for an interview.