Executive Assistant to The Chief Executive Officer - Gatineau, Canada - Native Women's Association of Canada

Native Women's Association of Canada

Verified Company

Gatineau, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Company

NWAC
Location
Onsite in Gatineau, QC
Term
Permanent, Full Time
Report to
Chief Executive Officer
Posted
Nov 27, 2023
Salary Range

PURPOSE OF THE POSITION
The Executive Assistant works directly with the Chief Executive Officer. This position requires an organized, thoughtful and creative communicator that works effectively in a fast-paced environment. This exciting opportunity will make a difference in the lives of Indigenous women in Canada and around the world. The vacancy arose because of the present incumbent being promoted as a Director.

SCOPE

RESPONSIBILITIES

The NWAC Executive Assistant will:

Provide leadership and manage overall administrative functions for the Chief Executive Officer, oversee workflow, troubleshoot and provide assistance where required;
Provide executive support to the Chief Executive Officer travel, calendars, meeting planning correspondence;
Analyze and prioritize incoming and outgoing briefs, memoranda, submissions and reports and prepare and present to the Chief Executive Officer for review and approval;
Prepare meeting agendas and briefings,

- maintain meeting notes and arrange for implementation of action items and motions of the board of directors;

Liaise with NWAC staff on behalf of the Chief Executive Officer;
Liaise with external stakeholders including government officials, diplomatic missions, funders and donors etc.;
Draft outgoing correspondence in accordance with instructions provided;
Review all outgoing correspondence for accuracy;
Screen all incoming information including telephone calls and correspondence;
Research, prioritize, and follow up on incoming issues and concerns addressed to the Chief Executive Officer, including those of a sensitive or confidential nature and determine appropriate course of action, referral, or response;
Work closely with the Chief Executive Officer to keep her wellinformed of upcoming commitments and responsibilities; followingup appropriately;
Alleviate the Chief Executive Officer of routine administrative details, including: review of incoming correspondence; compilation of reports; sending meeting invitations, preparation of presentations; preparation of expense report; and completion of scheduling and monitoring;
Keep track and upload all relevant information for all high level meetings using the Airtable system;
Assist the Chief Executive Officer in developing and posting day to day messaging on her social media.
Other related duties as required from time to time.

GOVERNANCE SUPPORT

Maintain a detailed knowledge of the governance processes and protocols of the Association, including indepth knowledge of bylaws, Societies Act and other statutory requirements for nonprofits;
Assist in maintaining all required governance documentation, including agendas, preparing meeting materials and packages, meeting calendars, minutes using Airtable.
Help organize meetings and teleconferences, including coordinating meeting locations, guest room accommodations, meals and travel.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge
The employee must have qualifications, knowledge and skills in the following areas:

University degree in public administration or a relevant discipline;
Minimum of 7 years' experience in a related executive administrative role;
Experience with NGOs, organizations, interest groups and government or government agencies or business/corporate entities.
Some knowledge and understanding of Indigenous Peoples of Canada and internationally, their cultures, histories and traditions;
Knowledge and understanding of contemporary concerns and issues in the doing of Indigenous business in Canada;
Understanding and knowledge of Indigenous issues, and norms and standards relevant to promotion and protection of Indigenous women's rights;
Some knowledge of key issues impacting Indigenous women and girls in Canada and internationally;
Some understanding of social policy (including violence prevention and impacts, health, housing, etc.)

Skills

The employee must demonstrate the following skills:

Ability to communicate effectively and collaboratively with internal and external stakeholders;
Ability to think critically and act logically to evaluate situations, solve problems and make decisions;
Ability to take directions and work independently;
Excellent interpersonal skills;
Ability to prioritize, multitask and organize work effectively and under pressure;
Excellent knowledge of technical documentation best practices;

Personal attributes
The employee must maintain strict confidentiality in performing the duties of Administrative Professional.

The employee must also demonstrate the following personal attributes: