Executive Assistant

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.


  • 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.


  • 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

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