Executive Assistant

**Priority given to Saugeen Ojibway Nation Members

The Executive Assistant is an important member of the Environment Office team. This role is responsible for providing administrative support to the Environment Office Executive Administrative Officer, Coordinators and Joint Council members. Duties encompass all activities related to running a successful and efficient office.

Supervisor: Executive Administrative Officer

Accountable to: Executive Administrative Officer / Joint Chiefs and Councils of the Saugeen Ojibway Nation

Term of Employment: Full-time - Permanent

Hours of Work: 37.5 hours per week (Monday-Friday | Some weekends and evenings may be required).

Responsibilities:

• Provide administrative support to the Executive Administrative Officer, Coordinators and SON Joint Council members
• Maintain work schedules and event calendars 
• Coordinate activities and logistics for meetings, seminars, workshops, projects and special events
• Complete expense reports and other related financial reports
• Verify invoice details and submit for payment 
• Reserve meeting spaces and arrange catering
• Take meeting minutes and transcribe documents
• General reception duties including answering phones and greeting visitors
• Reconcile travel expenses against pre-established budgets and policy
• Collect and deliver timesheets and banking information to payroll
• Fax, scan and copy documents
• Accurately maintain filling and storage systems
• Receive, sort and distribute incoming mail and e-mails 
• Prepare outgoing mail and arrange for courier services
• Monitor and order office supplies as necessary
• Ensure the office area is kept clean and tidy
• Perform occasional, light duty errands 
• Liaise with contractors as needed
• Ensure office equipment is properly maintained and/or repaired
• Adhere to all SON policies & procedures, including Health & Safety guidelines
• Respect the confidentiality of SON, the community and employee information
• Deal professionally & courteously with all internal & external contacts
• Seek guidance / direction as necessary in the performance of duties
• Act as an ambassador for SON at all times
• Other duties as assigned

Minimum Qualifications:

• Administration Assistant Diploma preferred
• High school diploma required
• 2 years related work experience preferred
• Understanding of SON Territory, rights, interests, and culture
• Valid Ontario G driver’s license and access to a reliable vehicle for work
• Willingness to provide the results of a Criminal Background Check
• Willingness to take all reasonable and necessary precautions to ensure personal health & safety and that of fellow workers 
• This position requires someone who can sit and use the computer for long periods of time 
• Must be able to use the computer, phone and other office equipment such as scanners and copiers
• Able to walk, bend and lift up to 20lbs
• Pleasant and professional demeanor 
• Excellent organizational and planning skills
• Mathematical aptitude 
• Comprehensive computer skills including MS office
• Superior communication skills both verbal and written 
• Strong planning, organizational and time management skills
• Able to work efficiently with competing priorities

Core Competencies:

• Analytical and critical thinking
• Mathematical aptitude
• Communication skills
• Continuous learning
• Detail oriented
• Initiative
• Leadership
• Networking & relationship building
• Organizational and environmental awareness
• Partnering
• Planning and organizing
• Service orientation
• Stewardship of resources