Executive Assistant

EXECUTIVE ASSISTANT

GENERAL DESCRIPTION:  

The Executive Assistant is a full-time regular administrative support position. The Executive Assistant is responsible for providing secretarial and administrative support services to the Executive Director, Senior Management and as directed by the Executive Director to the Board of Directors of Kitapinoonjiiminaanik Family Services .

RESPONSIBILITY:

The Executive Assistant reports to the Executive Director on all aspects of job functions and will exercise the following duties under the supervision of the Executive Director.

QUALIFICATIONS:

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  Community College Diploma in Office Administration or related field with (4) four years Senior Administrative experience, however, a combination of skills, education and experience that would allow them to do the job may be considered.

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  Thorough knowledge of the Child, Youth and Family Services Act and regulations, the philosophy of Customary Care Service delivered in First Nation communities, family structure as well as local Customs and Traditions.

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  Thorough knowledge and understanding of Agency philosophy, mandate, policies, procedures, guidelines, protocols, and the ability to work within them.

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  Demonstrated ability to coordinate all secretarial and administrative support services at the Executive and Governance level including Executive Director, Senior Management and Board of Directors.

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  Knowledge of Northern Treaty #3 communities and the First Nations in the Kenora area including tribal and external services and service agencies in the area.

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  Strong commitment to help Anishinaabe children and their families by providing support services in ways that respect Anishinaabe cultural and spiritual practices.

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  Commitment to always ensure the highest level of confidentiality; thorough understanding that all agency matters related to services, clients, staff, and all other agency business must be kept confidential.

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  Proven ability to take direction and to work productively with little or no supervision and under stress of deadlines.

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  Excellent planning, time management, prioritization, problem solving and decision-making skills.

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  Superior oral and written communication skills and the proven ability to compose well written correspondence and reports.

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  Excellent proof-reading skills and attention to detail.

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  Expert knowledge of the before, during and after steps required to organize staff, team, board and committee meetings.

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  Proficiency in recording and transcribing meeting minutes.

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  Demonstrated ability to research and compile statistical information and prepare associated reports and/ or presentations.

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  Must possess excellent computer skills, extensive knowledge and experience working with a variety of software programs and keyboard speed of a minimum of 50 words per minute.

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  Ability to answer general inquiries by interpreting legislation, regulations, standards, policies, procedures, directives, guidelines and the agency mandates using good judgement and discretion.

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  Ability to establish and maintain purposeful relationships with staff, management, Board of Directors, Chief and Council, Ministry Staff, Agency Lawyers and all other organization contacts.

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  Ability to flex daily work hours as determined by the Executive Director.

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  Must possess a valid Ontario G Driver’s License and provide a Driver’s abstract and be willing to travel.

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  Willing to obtain a Criminal Record and Judicial Matters Check (CRMJC)

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  Ability to speak Ojibway is preferred and a definite asset.