Executive Assistant - Term

Location: Brantford

Contract end date: March 31, 2023

The mandate of the Ontario First Nations Technical Services Corporation (OFNTSC) is to provide engineering and technical advisory services to all First Nations in Ontario. The OFNTSC requires the services of an Executive Assistant to assist the OFNTSC Executive Director. The position will be in the Brantford Office.

Strict confidentiality must be recognized and maintained at all times.

Under the direction of the Executive Director, the Executive Assistant is responsible for the execution of duties related to the Executive Assistant position. Under the supervision of the Executive Director, the Executive Assistant is responsible for preparing agendas for Board of Directors, Executive Committee, Portfolio Director Briefings, and all other meetings as assigned by the Executive Director.

Major Responsibilities

  • Coordinate all incoming/outgoing correspondence from the Executive Director’s office using discretion to determine the appropriate recipient in a courteous and friendly manner
  • Maintain filing system in accordance with office file and records management procedures using a cloud-based platform
  • Schedule meetings, create meeting invitations for the Executive Director and Board of Directors, External Advisory Committees and Internal Board Committees prepare and distribute meeting minutes, motions/resolutions, action items, agendas and notices via online database and paper copies 
  • Coordinate accommodations, transportation, and travel for the Executive Director, Board of Directors and management executives and input travel itinerary into calendars 
  • Prepare, review, and manage reports 
  • Note-taking for Board of Directors, Internal Board Committees, External Advisory Committee Meetings, all management meetings, and other meetings as required
  • Assist in event-related activities (Annual Conference, Water Symposium, TechNations, OFNIT) 
  • Complete travel claims for the Executive Director, Board of Directors, and Elder
  • Work in collaboration with the Communications Manager to lead, initiate and coordinate all efforts to publicize events
  • Complete monthly Visa reconciliations 
  • Out of town travel may be required
  • Other duties as required by the Executive Director

Skills/Abilities

Qualifications

Post-secondary graduate with 3-5 years of related work experience  

Conditions of Employment

Ability to work independently and/or within a team on several projects concurrently

"In efforts to promote the safety, security, and wellbeing of staff members, communities, and people we come into contact with, the OFNTSC Human Resources department will be giving preference to applicants who have proof of two full doses of a Health Canada approved COVID-19 vaccination."

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Please mark clearly on the subject line of the email “ExecutiveAssistant” and send your cover letter and resume with the attachment labeled as:

[LASTNAME_FIRSTNAME_ExecutiveAssistant2022]

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We thank all applications, however only those receiving an interview will be contacted.