Executive Assistant

Job summary

The Executive Assistant provides high-level administrative support to the Chief Executive Officer, including project coordination, information flow management, and calendar maintenance. They are also responsible for preparing board documentation, managing office inventory, and ensuring compliance with privacy and security requirements.

Job details

North Bay Indigenous Hub – Giiwedno Mshkikiiwgamig Employment Opportunity EXECUTIVE ASSISTANT One Temporary Full-Time Position - Six Months with possible extension Competition #NBIH-2026-08-26 Location: Head Office Salary Range: $51,568.00 to $55,533.10 annually (37.5 hours per week) Existing Vacancy The North Bay Indigenous Hub (NBIH) will provide a wide range of programming services including traditional healing, primary care, health promotion, chronic disease management, family-focused maternal/child health care, mental wellness care, diabetes care, and a culturally integrated licensed day care facility. All of the programs are to be delivered in a culturally safe manner to the local urban Indigenous population in addition to our partner First Nations, Nipissing, Temagami and Dokis First Nations. The North Bay Indigenous Hub seeks an organized and task oriented Executive Assistant who excels in communication and professional administrative standards. Under the direction of the Chief Executive Officer of the North Bay Indigenous Hub (NBIH), the Executive Assistant is responsible for a wide range of executive-level administrative support ranging from the coordination of projects, coordination of information flow within their department, ensuring accurate and timely delivery of senior-level administrative services and providing support and direction on appropriate courses of action to the Executive Director. The successful candidate must have a keen awareness of resources; adherence to policy and practice; and support the implementation of the NBIH service delivery model. QUALIFICATIONS: Post-secondary diploma in secretarial or administrative support and a minimum of two (2) years’ experience in supporting senior leadership; A minimum of five (5) years of recent and relevant work experience in an office setting; Experience working with and supporting a Board of Directors and/or lead administrator; Demonstrated excellent customer service, organizational and communication skills; Excellent written and oral communication skills; Experience in decision making skills in an administrative support context; Proficient computer experience in Microsoft Office applications including MS Word, Excel, Access, PowerPoint and Outlook; Direct experience with maintaining a filing system (electronic and manual); Proficient with prioritizing tasks in an effective manner; Strong critical thinking skills; Demonstrated knowledge of privacy and security requirements personal health information; Fluent in Ojibway or Cree language is an asset; Proof of completion or willing to obtain upon employment: Privacy training Occupation Health and Safety Workplace Hazardous Materials Information Systems (WHMIS) training Cultural safety training; and, Valid Ontario Class “G” Driver’s License and access to a reliable personal vehicle. Knowledge of Indigenous wellness and priorities; Knowledge, understanding and respect for the Anishinaabe way of life; DUTIES INCLUDE: Researches, prioritizes, and follows up on business matters and concerns addressed to the Executive Director, including those of a sensitive or confidential nature; Support with physician billing; Maintain inventory of office supplies; Coordinate building maintenance orders and supplies; Ability to determine appropriate course of action, referral, or response; Ensures smooth communication between the Executive Director’s Office, members of the Board of Directors and Committees, as well as internal/external stakeholders; Demonstrated leadership to maintain credibility, trust, and support with management, staff and other colleagues; Compiles, reviews, and analyzes data or information that supports departmental activities; Maintains the Executive Director’s calendar ensuring effective prioritization and preparation of required information while working collaboratively with key internal/external stakeholders; Prepares documentation and correspondence, agendas and reports and gathers background materials; Schedules Board Committee meetings, prepares meeting packages, attends and records proceedings; Prepares and distributes minutes, communicates committee decisions, and initiates and/or completes any required follow up; Provides support and works closely with the Executive Director to ensure that materials for Board meetings from the respective Board Committees are received in a timely manner; Coordinates travel for the Executive Director including preparation of materials for meetings (i.e. presentations, documentation, logistics, etc); Ensures an up to date records systems both digital and paper; Maintains policy upkeep and review schedules; Prepares and reviews expense reports and reconciliations; Provides administrative support to the team as required, including event management and administrative duties; Makes independent decisions regarding planning, organizing, and scheduling of work; Undertakes special project assignments as required; Knowledge of privacy and security requirements for managing personal health information; Excellent interpersonal skills, problem solving abilities and conflict resolution skills; Excellent time management, organizational and administrative skills; Ability to work within PHIPA legislative guidelines; Ability to work effectively and liaise with other agencies and the general public within and outside the community; Ability to work in a manner respectful of First Nations, Inuit, and Metis culture, values, and beliefs; Ability to protect the personal health information of clients and maintain high degree of confidentiality; Ability to operate office equipment such as scanner, fax, photocopier; Ability to act professionally and work with minimal supervision; Ability to work as an inter-professional team member; Ability to work flexible hours; and, Must be willing to travel to partner First Nations when required. A current Criminal/Police Records Check and Vulnerable Persons check is a requirement for this position. Qualified applicants are invited to submit a letter of interest, resume and three (3) current references to: Ashley Patey - Human Resources Manager 3-B Maang Road, Nipissing First Nation, North Bay, ON P1B 8G5 T: (705) 995-0060 https://giiwednomshkikiiwgamig.ca/ Please note, this position will remain open until filled. Miigwetch to all who apply. Only those selected for an interview will be contacted. Preference will be given to qualified Indigenous applicants. However, the position is open to all applicants.

What you’ll do

The Executive Assistant provides high-level administrative support to the Chief Executive Officer, including project coordination, information flow management, and calendar maintenance. They are also responsible for preparing board documentation, managing office inventory, and ensuring compliance with privacy and security requirements.

Requirements

Candidates must possess a post-secondary diploma in secretarial or administrative support and at least two years of experience supporting senior leadership. A minimum of five years of recent office experience and proficiency in Microsoft Office applications are required.

Listed skills

• Time management · Preferred
• Leadership · Preferred
• Data analysis · Preferred
• Communication · Preferred
• Microsoft Office · Preferred
• Project management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Project coordination
• Communication
• Microsoft Office
• Data analysis
• Calendar management
• Record keeping
• Critical thinking
• Time management
• Conflict resolution
• Interpersonal skills
• Privacy compliance
• Policy maintenance
• Event management
• Leadership
• Office Supply Management
• Office Equipment
• Chronic Disease Management
• Automotive Knowledge
• Administrative Support
• Maternal Child Health
• Expense Reports
• Administrative Functions
• Valid Driver's License
• Planning
• Microsoft Access
• Microsoft Word
• Microsoft Excel
• Medical Billing
• Management
• Decision Making
• Customer Service
• Confidentiality
• Conflict Resolution
• Critical Thinking
• Cultural Safety
• Diabetes Mellitus
• Event Management
• Health Promotion
• Interpersonal Communications
• Inventory Management
• Problem Solving
• Microsoft Outlook
• Personal Health Records
• Microsoft PowerPoint
• Presentations
• Primary Care
• Security Requirements Analysis
• Time Management
• Verbal Communication Skills

Job areas

• Administrative
• Management & Leadership
• Social Services
• Healthcare
• Executive Assistant
• Administrative and Executive Secretaries
• Executive Secretaries and Executive Administrative Assistants