Kinoomaadziwin Education Body
EXECUTIVE ADMINISTRATIVE ASSISTANT
Employment Opportunity (full-time, permanent)
SUMMARY
This position supports the Kinoomaadziwin Education Body’s (KEB) Director of Education and the Board of Directors with executive-level administration. The Executive Administrative Assistant is also responsible for the daily reception functions of the KEB head office and provides critical administrative support to various committees and working groups of the KEB. A sound understanding of the Anishinabek Nation Education Agreement and the Master Education Agreement is essential in this position. The Executive Administrative Assistant plays a vital role within the KEB team and contributes to the overall success of the organization.
ROLES and RESPONSIBILITIES:
Supporting the Director of Education
Assist with maintaining the Director of Education’s schedules and calendars; confirm and edit appointments or meetings; send/receive/accept invitations; respond to external meeting requests.
Prepare executive correspondence, such as memos and letters, for the Director of Education.
Coordinate the travel requirements of the Director of Education; make appropriate hotel accommodations, vehicle rentals, and flight bookings in anticipation of the Director’s travel plans.
Keep a record of the Director of Education’s receipts and expenses; submit monthly expense claims and travel claims; reconcile the Director of Education’s credit card statements on a monthly basis.
Communicate with the Participating First Nations on behalf of the Director of Education, as required.
Be familiar with KEB policies and procedures and make recommendations to the Director of Education for amendments, as appropriate.
Supporting the Board of Directors and Board Committees
Coordinate with the Chairperson of the Board of Directors and the Executive Officers to plan and prepare for Board meetings, and coordinate with Committee Chairs to prepare for Board Committee meetings. This includes but is not limited to:
Developing draft agendas and distributing supporting documents to meeting participants in advance of Board meetings, as per KEB bylaw;
Developing draft agendas and distributing supporting documents to all Board Committee members in advance of Board Committee meetings;
Recording motions, discussions and salient meeting information at Board meeting and Board Committee meetings;
Providing draft minutes for review by the Executive Secretary following each Board meeting; and
Providing draft minutes for review by Committee Chairs following Board Committee meetings.
Assist Board Directors requiring travel arrangements and accommodations at KEB events and in-person meetings.
Maintain accurate historical records, digital and hardcopy, of Board of Directors meeting minutes and attendance.
Maintain accurate contact information for all Board Directors, for internal KEB purposes.
Provide additional support to the Board of Directors, as required.
Supporting KEB Committees
Collaborate with appropriate parties to plan and prepare for meetings of the various committees within the KEB. This includes, but is not limited to:
Preparing agendas and distributing supporting documents to appropriate parties and committee members.
Recording meeting discussions and providing minutes for the various committee meetings.
Providing technical support during committee meetings using virtual applications and programs, as required.
Maintain accurate contact lists for the various committees within the KEB.
Maintain an accurate calendar of committee meetings and share with appropriate parties
Supporting KEB Reception and Administration
Answer and direct calls to appropriate staff, and record messages when required.
Greet and direct visitors at the reception desk and determine appropriate access to KEB office areas.
Interact with KEB stakeholders when appropriate, document complaints, report identified problems to executives, and assist with problem solving and developing appropriate courses of action.
Open, sort, and distribute correspondence delivered to the KEB head office, including general emails, faxes, mail, and parcel deliveries.
Maintain an accurate inventory of office supplies and place regular orders in anticipation of office needs.
Evaluate new office products and support office supply inquiries from remote employees and the REC Coordinator satellite offices.
Maintain accurate records of information for the KEB and the Participating First Nations, as required.
Provide remote administrative support to satellite offices when necessary.
Prepare payment requisitions for review and signatures, when required.
Delegate tasks and responsibilities to other staff members when appropriate.
Develop and utilize historical information; coordinate the retrieval of information for staff within the KEB office.
Other
As required by the Director of Education, the Executive Administrative Assistant will perform other duties that support the overall administration of the KEB.
Requirements
5+ years administrative support or executive assistance experience.
Advanced MS Office experience, including proficiency in Outlook and Word, with advanced skills in Excel and PowerPoint. Ability to adapt to new and emerging priorities is essential.
Strong understanding of Anishinabek First Nation culture, and familiarity working with Chiefs and Councils, Indigenous organizations, First Nations, Boards of Directors, and committees.
Exceptional communication skills and interpersonal skills.
Exceptional time-management and organizational skills with ability to work collaboratively and independently.
Abilities in decision-making and problem-solving and conflict-resolution.
Anishinabemowin fluency or willingness to learn Anishinabemowin is an asset.
Ability to work in a fast-paced office environment.
Effective minute-taking and record-keeping management skills.
Ability to maintain confidentiality, trust and professionalism with sensitive information.
Proven demonstration of sound work ethics.
OTHER DETAILS
This is a full-time permanent position. The hours of employment will be between 8:30 am and 4:30 pm with a one-hour break for lunch. However, the nature of this position is such that some overtime may be required, and possibly work on weekends or during the evenings. All employees will comply with KEB Personnel and Financial Policies.
OFFICE LOCATION
The location of this position is the KEB head office on Nipissing First Nation.
CLOSING DATE
Applications for this contract will be accepted until 4:30 p.m. on Friday, November 17, 2023.
INTERVIEWS
Interviews for this contract will be conducted between December 4-6, 2023.
APPLICATIONS
Please submit your resume, cover letter, and three references to:
Andrea Crawford
Senior Operations Manager
Kinoomaadziwin Education Body
Suite 100-132 Osprey Miikan
North Bay, ON P1B 8G5
kebhr@a-e-s.ca
705-845-3634
* Preference will be given to members of the Participating First Nations or those of Indigenous ancestry. Only applicants selected for an interview will be contacted.