LER Executive Assistant

 POSITION SUMMARY:

 Under the general direction of the Executive Director, the Executive Assistant (EA) will provide high level administration and coordination support to the Lands, Environment and Resource (LER) department. The EA will oversee all financial and administrative support services functions of the LER organization; including all aspects of meeting coordination, scheduling, preparation; and communication for all organizational boards, committees, tribunals and other LER working groups.

SCOPE OF RESPONSIBILITIES:

•  Oversee the support services and function for LER.
• Supervises organizational financial and administrative staff.
• Schedule, coordinate and provide notice of all meetings in relation to the LER, including the Executive Director, RMB, and Lands Committees.
• Prepare all information required for distribution prior to RMB, Manager Meetings and the Annual General Meeting including Agenda, Summary Minutes, and other background information relative to the meeting.
• Identify and prepare relative Reports.
• Collect and photocopy material needed for packages.
• Attend all Board/Committee Meetings and set up facilities and recording equipment as required.
• Attend, record and provide summarized LER minutes.

ADMINISRATIVE REPORT:

•  Coordinate and schedule appointments/meetings for the Executive Director and RMB for LER business.
• Duties also include arrangement and confirmation of meetings/conferences/travel itineraries and ensuring the preparation of necessary background material/briefing notes/ supporting documentation/minutes/resolutions/reports and agendas.
• Make travel arrangements as needed for the Executive Director, RMB and other LER Staff as required.
• Provide technical and administrative support to the Executive Director and RMB in the development of issues, including mandate preparation, developing and implementing goals and objectives, and participating in decisions to effectively implement the mandate of the LER.
• Identify and develop standard forms for the effective administration of the LER Offices such as Travel Forms, Leave Forms, etc.
• Prepare correspondence or documents as needed including minutes, notices, agendas, and other correspondence for Executive Director, RMB, and Land Code bodies.
• Maintain electronic and paper filing system.
• Receives telephone calls, provides correspondence as required; assists and directs the public to appropriate land management resources such as providing information regarding NCN land management laws, policies and procedures.
• Filing all business on LER and land management processes.
• Monitoring and tracking project activities and ensuring financial accountability.
• Program administration, financial management including overseeing payroll, all program purchasing, accounts payable/receivable, and annual reporting.
• Reporting to governance bodies and working with committees and the community.
• Managing information, data management, and analysis.

COMPETENCIES:

 The following competencies are also essential:

1. Maintaining Community Focus – identifies the needs of community members and provides outstanding programs/services while adhering to NCN Lands and Resources Vision and Mission.
2. Representing NCN – represents NCN internally and externally in a manner that enhances NCN’s credibility and reputation; treats all individuals with honesty, respect and professional courtesy; communicates and personally demonstrates high ethical standards.
3. Continual Learning – works to develop and maintain knowledge, skills and expertise necessary to achieve positive results; recognizes one’s own developmental needs and seeks opportunities for improvement.
4. Collaborating with Others – collaborates and communicates openly and effectively within, outside and across NCN organizational boundaries to facilitate the achievement of goals.
5. Relationship Building – considers and responds appropriately to the needs, feelings and capabilities of different people in different situations, including situations involving high pressure, difficult decisions, complex information or emergencies; interacts with others in a tactful, compassionate and sensitive manner.
6. Self-Management – effectively balances personal life and professional demands; manages self during periods of high stress; able to tolerate demanding workloads, high visibility work and public/organizational scrutiny of decisions and actions; maintains habits of personal well-being; accepts responsibility for one’s own actions; manages one’s own time effectively; recognizes how one’s own behaviors impact others; exhibits self-confidence.
7. Oral Communications Skills – makes clear, compelling and well-organized oral presentations to individuals and groups; listens effectively and clarifies information as needed or provides an appropriate response.
8. Written Communications – presents accurate written information clearly and concisely; expresses ideas in writing in a clear, logical and organized manner; determines the most effective methods to disseminate information to a variety of different audiences.
9. Procedural Expertise – knowledge of procedures and processes required to perform a job or role; handles matter of a confidential nature for senior officials.
10. Time Management – ability to organize, prioritize, and where applicable, delegate work activities to efficiently accomplish tasks and meet objectives.

 JOB QUALIFICATIONS:

• Successful completion of a post-secondary degree or certificate program in business administration, general knowledge of land and resource management or related disciplines, and at least 3-5 years’ work experience in a high-level executive/administrative support role; or an equivalent combination of skill knowledge and experience.
• Training or experience in developing and managing budgets.
• General knowledge of contacts within federal, provincial and municipal governments, other Indigenous organizations, funding agencies, banks and in the non-profit sector.
• Knowledge and experience of similar program delivery in the context of Indigenous culture and history.
• Excellent oral and written communications skills.
• Demonstrated knowledge and experience with computers and information management systems.
• Ability to use tact and good judgment in dealing with sensitive and complex issues.
• Ability to maintain strict confidentiality and adhere to NCN Code of Ethics and Conduct.
• Willingness to travel for meetings as required as per NCN finance policy and procedures.
• Must possess and maintain a valid Driver’s License (Class 5)

If you are interested, please forward your Cover letter, Resume and Criminal Record to:

Lorna Hart, Interim Executive Director Human Resources

Nisichawayasihk Cree Nation

Phone: (204) 484-2332      Fax: 484-2392

Email: [email protected]

We thank all who apply, but only those selected for an interview will be contacted.