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    Executive Assistant - Ottawa, ON, Canada - Tungasuvvingat Inuit (TI)

    Tungasuvvingat Inuit (TI)
    Tungasuvvingat Inuit (TI) Ottawa, ON, Canada

    2 weeks ago

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    Description

    Career Opportunity Internal/External Executive AssistantFull Time, Term for 2-Years It is the mission of Tungasuvvingat Inuit (TI) to broadly provide Inuit-specific programs that contribute to the health and wellbeing of Inuit and to encourage and support similar programs for Inuit across the country.

    With over 30 years of highly successful experience in crafting the design, development, and delivery of a wide range of effective, client-centered services, TI continues to deliver quality programs and services that directly benefit our growing urban Inuit population.

    Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship.

    The Executive Assistant serves as the primary point of contact for the Executive Director (ED) and serves as a liaison with the TI Board of Directors.

    The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.


    Executive Director Support:

    • Participates in developing strategic and financial planning to increase financial stability and growth based on meeting TI's vision.
    • developing a risk profile for TI's investments).
    • Manages assets to maximize the benefit to the organization and establishes a system of internal controls over TI's financial affairs to safeguard financial assets and for effective management by directorate and program management.
    • Leads the design, development, and implementation of organization-wide financial policies and procedures (e.g., and identifies the need for policies or procedures that relate to financial budgeting and controls, reporting systems, accounting procedures, and investment activities.
    • Reviews and analyzes external policy documents, legislation, briefs, reports, and proposals.
    • Oversees bi-weekly payroll time entry and T4 preparations.
    • Oversees all corporate payments. Organizes and maintains corporate filing systems in both electronic and hard copy format.
    Responds to enquiries (phone and email) and refers complex issues to appropriate resources.


    Executive Director Level Liaison:

    • Provides a bridge for smooth communication between the Executive Office and Executive Directors.
    • Facilitates and participates as an adjunct member of the Executive Team including scheduling and attending all meetings.
    • Facilitates for the Executive Director, the signing of the following (but not limited to):o Transfer Agreementso Program Contribution Agreement Activity and Financial Reportingo Professional consulting contractso Leaseso Funding proposal approvalso MOU'so Job evaluationso Job descriptionso New hire offer letterso Job Action Requestso Payment requisitionso Invoiceso Visa use requests
    • Liaising with internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
    • Organize and facilitate meetings both internally and externally that require the attendance or input of the Executive Director.

    TI Board support and Liaison:

    • Serves as the ED's administrative liaison to TI's Board of Directors.
    • Assists board members with travel arrangements, lodging, and meal planning as needed

    Community Relations and Advocacy:

    • Advocates for TI, promoting the organization as well as the mission, vision and values of the organization.
    • Establish good working relationships and collaborative arrangements with community groups and funders at the municipal, provincial and federal level; with politicians and other organizations to help achieve the goals of TI.
    • Demonstrate the corporate values of TI which are consistent with Inuit Qaujimajatuqangit in professional conduct.

    The Executive Assistant (EA) is responsible for making decisions based on their knowledge of the priorities and availability of the ED and/or the Board of Directors (BOD).

    The Executive Assistant must assess the relevance of requests to access the ED/BOD, and provide timely responses to staff, stakeholders, partners, and community accordingly.

    These decisions can greatly affect the reputation of the organization and require discernment and a thorough understanding of TI's policy and procedures for these types of requests.

    Excellent interpersonal and team building skills, communication and presentation skills, mediation and negotiation skills, conflict resolution skills, problem-solving, decision making and time management skills, strong project management skills, research and analysis skills, adept with MS-Office.

    Employees are provided with an exceptional benefits plan which includes major medical and dental coverage for the employee and their dependents, and employee life insurance.

    Interested candidates are encouraged to visit our website at to learn more about our programs and services. Accommodation for applicants with disabilities is available upon request.
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