Executive Assistant

Job summary

The Executive Assistant provides high-level administrative support to Chief & Council and Senior Management by managing calendars, correspondence, and meeting logistics. They serve as a professional point of contact and ensure the efficient operation of the organization through meticulous record-keeping and communication coordination.

Job details

JOB SUMMARY The Executive Assistant provides high-level administrative and organizational support to Chief & Council and Senior Management at Bearspaw First Nation. This position is responsible for coordinating schedules, meetings, correspondence, documentation, records, and other administrative activities required to support the efficient operation of the organization. The Executive Assistant serves as a professional point of contact between Chief & Council, Senior Management, employees, departments, external organizations, and other stakeholders. The position requires a high degree of professionalism, discretion, confidentiality, organization, sound judgment, and the ability to manage multiple priorities in a fast-paced environment. JOB DESCRIPTION The Executive Assistant provides comprehensive administrative and executive support to Chief & Council and Senior Management while assisting with the coordination of day-to-day organizational activities. The position is responsible for managing calendars and meetings, preparing correspondence and documents, maintaining confidential records, coordinating communications, organizing meetings and events, tracking action items and deadlines, and ensuring Chief & Council and Senior Management are appropriately prepared for meetings and organizational commitments. The Executive Assistant must demonstrate excellent communication and interpersonal skills and maintain strict confidentiality when handling sensitive employee, organizational, financial, and governance information. DUTIES AND RESPONSIBILITIES · Provide confidential administrative and executive support to Chief & Council and Senior Management. · Manage calendars, appointments, meetings, schedules, and correspondence. · Prepare agendas, meeting materials, minutes, reports, presentations, and other documents. · Coordinate meetings, travel arrangements, events, and other administrative activities. · Maintain confidential electronic and physical records and filing systems. · Track deadlines, action items, and follow-up requirements. · Respond to emails, telephone calls, and inquiries professionally and appropriately. · Coordinate communication between Chief & Council, Senior Management, departments, employees, and external stakeholders. · Assist with special projects and organizational initiatives as required. · Maintain strict confidentiality and comply with Bearspaw First Nation policies and procedures. · Perform other duties as assigned. EDUCATION, SKILLS, AND QUALIFICATIONS: · A diploma or degree in Business Administration, Office Administration, or related field is preferred. · Minimum three (3) years of administrative or executive support experience. · Previous experience supporting senior leadership is considered an asset. · Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams. · Excellent written and verbal communication skills. · Strong organizational, time management, and attention-to-detail skills. · Ability to manage multiple priorities and work independently. · Demonstrated professionalism, discretion, sound judgment, and confidentiality. · Knowledge of First Nations culture, communities, and protocols is considered an asset. EMPLOYMENT CONDITIONS: · Successful Criminal Record Check. · Ability to maintain strict confidentiality and protect sensitive organizational, employee, and governance information. · Compliance with all Bearspaw First Nation policies, procedures, and standards. · Valid Class 5 Driver's License and reliable transportation is required. · Ability to travel to Bearspaw First Nation locations and attend off-site meetings when required. · Ability to work occasional evenings or weekends based on operational requirements. WORKING CONDITIONS · Shift Pattern: Full-Time. · Work Environment: Professional office environment with regular interaction with Chief & Council, Senior Management, employees, and external stakeholders. · Hours: Regular business hours, with flexibility required to accommodate meetings, events, deadlines, and operational requirements.

What you’ll do

The Executive Assistant provides high-level administrative support to Chief & Council and Senior Management by managing calendars, correspondence, and meeting logistics. They serve as a professional point of contact and ensure the efficient operation of the organization through meticulous record-keeping and communication coordination.

Requirements

Candidates should possess at least three years of administrative experience and a diploma or degree in Business or Office Administration. Proficiency in Microsoft Office and the ability to maintain strict confidentiality are essential requirements for this role.

Listed skills

• Administrative Support · Preferred
• document preparation · Preferred
• Communication Skills · Preferred
• Time management · Preferred
• Attention to detail · Preferred
• Microsoft Office · Preferred
• Microsoft Outlook · Preferred
• Microsoft Word · Preferred
• Microsoft Excel · Preferred
• Teams · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Meeting coordination
• Document preparation
• Records management
• Communication skills
• Time management
• Attention to detail
• Microsoft Office
• Outlook
• Word
• Excel
• PowerPoint
• Teams
• Confidentiality
• Professionalism
• Office Administration
• Organizing Meetings
• Valid Driver's License
• Microsoft Excel
• Business Administration
• Management
• Communication
• Executive Information Systems
• Governance
• Leadership
• Interpersonal Communications
• Microsoft Outlook
• Microsoft PowerPoint
• Presentations
• Time Management
• Travel Arrangements
• Verbal Communication Skills
• Coordinating
• Filing
• Detail Oriented

Job areas

• Administrative
• Management & Leadership
• Government & Public Sector
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants

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