Resources and Infrastructure Executive Assistant (Maternity Leave Contract)

Program:  Environment Office of the Saugeen Ojibway Nation 

Reports to: Manager of Resources and Infrastructure

Accountable to: Senior Manager, Saugeen Ojibway Nation Environment Office

Terms of Employment: Full time up to 1 year contract (covering maternity leave)

Salary: $27.20/hr - $34.35/hr

Hours of Work: 37.5 hours per week

Job Location: Wiarton, Ontario (Not remote work)

Anticipated Start Date: Immediately 

Priority will be given to qualified Saugeen Ojibway Nation members

The Environment Office Saugeen Ojibway Nation prides itself on being an organization that works daily through our Core Values. These values are tied into all that we do. With WISDOM we can teach. With LOVE we can endure, with RESPECT we can work together even when we don’t agree, with BRAVERY we can achieve, with HONESTY we can act with integrity even when no one is watching, with TRUTH we can trust each other and with HUMILITY we can lift each other up. The Environment Office strives daily to work with our competencies along side these values and they are woven into the fabric of how we work.  

Required Experience: 

• Minimum 3 years of experience in an administrative role
• Minimum of 1 year of experience working directly with accounts receivable and accounts payable

Recommended  Experience: 

• Minimum of 2 years of experience in  A/R and A/P functions
• Minimum of 5 years of experience in general administrative office support
• Diploma or equivalent experience in Office Administration
• Minimum number of  1 year experience working within an Indigenous community

Job Description:

General Responsibilities:

• Administrative support to the Resources and Infrastructure team by planning meetings, file management, minute taking, and other administrative duties
• Managing incoming communications for the department (emails, phonecalls, etc)
• Track all department accounts and provide updates to the manager
• Manage A/R and A/P for projects
• Support organizing meetings & assisting with events (scheduling, materials, food etc.)
• General administrative support 
• Assist with team scheduling 

Specific Responsibilities:

• Assist with the preparation of formal documents for various proponents 
• Document management responsibilities 
• Track project budgets and partner with appropriate department managers to ensure a timely and accurate allocation of funds are appropriated for the necessary projects.  This includes project specific deadline management 
• Administration of new and existing project reporting deadlines
• Coordinate, attend and record meeting minutes for project sessions
• Assist with processing expenses for team members
• Provide receptionist coverage as required 
• Additional responsibilities as required

Core Competencies:

All staff roles at Environment Saugeen Ojibway Nation require the team members to work through our values to deliver the following Core Competencies

Effective Communication:

Provide and receive information using the most effective/efficient/appropriate medium and technology based on what needs to be communicated and to whom. Effectively use different approaches and technologies for different audiences. Communicate effectively and professionally to proponents, work teams, managers, staff and Joint Council. 

Humility and Curiosity:

Being humble by having a respectful, team-focused attitude that values others input and embraces feedback as an opportunity to grow. Having the willingness to learn, admit mistakes and prioritize team success over individual achievements. 

Being curious and having an eagerness to explore, ask questions and seek deeper understanding of yourself and others. Possess and eagerness for continuous learning with a proactive approach to problem solving and innovation. 

Results:

The ability to work in a results oriented culture by achieving goals and staying focused while maintaining a high level of accountability to results. A drive towards outcomes and achieving timelines by prioritizing tasks effectively, taking ownership of challenges and maintaining momentum even when faced with challenges. 

Achieving objectives efficiently and to a high standard while often looking for ways to exceed expectations. Possess a willingness to adapt and find solutions for continuous improvement and measurable success. 

Operations:

Possessing operational competency by executing daily workflows to ensure maximum efficiency and quality. Focus on process improvement, monitor personal performance metrics and ensure compliance with current processes and procedures. Adept at time management and working with  teams to execute plans smoothly while adapting to change well.  

Conflict Resolution:

Possess the ability to handle conflicts constructively and be a part of a positive and collaborative work environment. This requires active listening skills while hearing all perspectives, staying calm under pressure and using diplomacy to address differences. Requires the ability to openly communicate, diffuse tensions and work on practical solutions that align with the team and the Environment Office goals. Having the ability to effectively communicate challenges , promote mutual understanding and build trust that matters will be handled in a professional and courteous way. 

Team Building:

Fostering a cohesive, motivated and connected team through collaboration, trust, and open communication among team members. The ability to recognize strengths and opportunities within oneself and others and create an environment where everyone feels valued. Effectively team building by personal development and promoting a shared sense of purpose. The ability to work as a collective effort towards a common goal.