Executive Assistant

The Position

Under the direction of the Infrastructure Government Services (IGS) Division Manager, the Executive Assistant provides comprehensive executive, administrative, operational, and project-coordination support to the Division Manager (DM) and the Infrastructure Government Services Division.

The Candidate:

• Maintain the DM’s schedule by organizing and coordinating meeting logistics, and ensure all supporting documentation and agendas are prepared before scheduled meetings.
• Attend departmental meetings, record minutes, and facilitate and follow up on issues related to meetings, resolutions, and other activities.
• Project Administration - maintain infrastructure project files; track project milestones; monitor deadlines and coordinate consultant documentation.
• Financial Administration - prepare purchase requisitions; process invoices; track departmental expenditures and monitor budget information.
• Council & Leadership Support - prepare Recommendation Reports; coordinate Council packages; prepare presentations; track Council decisions and monitor action items.
• Procurement & Contract Administration - coordinate procurement documentation; assist with tenders; maintain contractor files and track insurance certificates.
• Review and screen incoming calls from Nation membership, the general public and business organizations and refer to appropriate staff.
• Perform clerical functions to ensure all typing, faxing, photocopying and mailing services are completed.
• Maintain all filing systems, both manual and computer systems.
• Provide back-up for other key positions within the departments.
• Create templates, spreadsheets, forms, posters, and PowerPoint presentations as needed and required.
• Prepare professional and confidential correspondence, memos and documents as requested.
• Maintain and present a positive and professional image of the executive office at all times.
• Perform all other tasks within the scope of the position and as assigned.

Qualifications, Skills and Abilities:

• Diploma or Degree in Business Administration, Office Administration, Public Administration or related discipline.
• Minimum five (5) years of progressively responsible executive administrative experience.
• Minimum three (3) years supporting senior executives or directors.
• Experience supporting infrastructure, public works, engineering, local government or Indigenous government operations is preferred.
• Experience coordinating complex projects, preparing executive reports and records management.
• Experience working with confidential information.
• Present self professionally and ethically; effective communication skills both verbally and in writing.
• A driver's license and access to a car. An acceptable Criminal Record Check.