The Executive Assistant’s position is to provide administrative support to the Executive Director. The Executive Assistant role requires excellent administrative skills and the ability to function efficiently as a support person. The position requires the ability to work with minimum supervision. The incumbent must be proficient in the knowledge of Microsoft Office Applications, minute taking, and maintains a high degree of confidentiality.
KEY DUTIES AND RESPONSIBILITIES:
- Coordinates schedule of appointments for the Executive Director;
- Produce a variety of documents including correspondence, memos, meeting agendas, reports, spreadsheets, databases and presentations;
- Administers AHSPG website and other external social media communications, as required;
- Coordinates and schedules the Board meetings;
- Manages and organizes Board, Committee and other meetings including preparation and distribution of minutes, agendas and packages, correspondence, reports and transcribing of meeting minutes, and gathering background material as required;
- Distributes correspondence and material presentation;
- Responsible for ensuring that AGM and Special Meeting Minutes, Motions, and related documentation are produced and distributed in an orderly, accurate, and timely fashion;
- Ensures that meeting packages are completed in a timely fashion for advanced distribution to the Board of Directors;
- Oversees the Mail distributions and document control;
- Manages office physical and electronic filing system;
- Maintains the employee personnel files;
- Maintain confidentiality of information and files;
- File and administration of the records management;
- Attends public forums, meetings, etc., as directed;
- Assists in the coordination of special events;
- Collaborates and provides information to Coordinator for Newsletter;
- Coordinates travel advances and reconcile expenditures;
- Provides support/vacation coverage to other Administration staff as required;
- Onboards the new employees; and
- Other related duties, as requested by Executive Director.
SKILLS & QUALIFICATIONS:
- A post-secondary Certificate in a relevant field.
- 3 years of related administrative experience or an equivalent combination of education and experience.
- Excellent written and verbal communication, collaboration and relationship-building skills.
- Maintain a valid driver’s license and provide a driver’s abstract annually.
- Must have a personal vehicle for work use.
- Preferably, you have knowledge and experience in working with Aboriginal groups/communities.
- Successfully complete and maintain Criminal Record Clearances
- Advanced computer skills and experience, including Microsoft Office.
- Technical writing, accuracy recording numbers, text, and typewritten materials.
- Knowledge of office management systems and procedures.
- Excellent time management skills and ability to multi-task and prioritize work.
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication skills.
- Strong organizational and planning skills.
- A thorough appreciation, awareness, working experience, and sensitivity of Indigenous history and culture, as well as a thorough understanding of the complexities of working with diverse populations.
- May encounter verbally abusive, aggressive and/or agitated individuals, both in person and on the telephone, therefore the ability to deal courteously, firmly, tactfully, and diplomatically with the tenants and public is a must.
- Be willing to work flexible hours including evenings & weekends, if required
To apply for this position please submit a resume and cover letter before, May 24, 2023 to julia@ahspg.ca and ed@ashpg.ca
