New Job Posting! Executive Assistant Role

PABINEAU FIRST NATION EMPLOYMENT OPPORTUNITY

Position: Executive Assistant to Chief & Council

Job Summary:

The Executive Assistant provides high-level administrative and strategic support to the Chief and Council. This role ensures efficient governance operations, facilitates communication between leadership and community members, and manages key projects and financial tasks. They ensure smooth office operations, manage communications, and oversee financial documentation while maintaining confidentiality and professionalism.

Primary Responsibilities:

• Communication Skills:

  • Drafting letters to federal agencies.

  • Responding to inquiries from community members.

  • Managing the Chief’& Council’s schedule, ensuring timely meetings with government officials, and keeping track of important deadlines.

• Administrative Support:

  • Manage schedules and prepare agendas.

  • Record minutes and draft correspondence.

  • Ensure timely meetings with government officials and keep track of important deadlines.

• Financial Management:

  • Processing funding applications, process invoices, reconciling travel expenses, and ensuring compliance with financial policies

• Document Preparation:

  • Draft correspondence, reports, and funding proposals.

• Confidentiality & Discretion:

  • Handling sensitive negotiations with external stakeholders while maintaining trust within the community.

• Problem-Solving Abilities:

  • Addressing urgent issues, such as coordinating emergency responses or resolving conflicts between departments

• Cultural Awareness:

  • Advising leadership on culturally appropriate protocols for ceremonies and engagements with Elders.

• Technological Proficiency:

  • Using digital tools to manage records, coordinate virtual meetings, and streamline administrative processes.

• Adaptability & Multitasking:

  • Juggling multiple priorities, such as preparing reports while organizing a community consultation.

• Project Coordination:

  • Assist with funding proposals, maintain work plans, and track budgets..

• Event Planning:

  • Organize Chief & Council meetings, community gatherings, and government consultations. Organize travel arrangements, coordinate meetings, and oversee logistics.

• Communication & Liaison:

  • Act as a point of contact for Band Members, government officials, and external stakeholders.

• Office Management:

  • Maintain filing systems and ensure compliance with policies

• Additional Support:

  • Assist with various tasks as required, including but not limited to special projects, urgent requests, and duties not explicitly listed above.

Additional Support:

Additional support refers to tasks that go beyond the standard responsibilities listed above. It ensures flexibility in the role, allowing the Executive Assistant to assist the Chief & Council with various duties that may arise unexpectedly, including:

• Special Projects: Assisting with unique initiatives, reports, or events.

• Urgent Requests: Addressing time-sensitive matters requiring immediate attention.

• Community Engagement: Supporting outreach efforts, meetings, and cultural events.

• Problem-Solving: Handling unforeseen administrative or logistical challenges.

• Ad Hoc Duties: Any other tasks contributing to the effectiveness of the Chief’s office.

Qualifications:

• Education: Post-secondary diploma or degree in Business Administration, Indigenous Governance, or a related field.

• Experience: 3–5 years of administrative experience, preferably in Indigenous governance or public administration.

Skills:

• Strong organizational and time-management abilities, with the ability to work independently and meet tight deadlines.

• Excellent written and verbal communication skills.

• Cultural competency and knowledge of Indigenous governance structures.

• Proficiency in office software (Microsoft Office, database management).

• Ability to handle confidential information with discretion.

Wages: To be discussed during interviews

Number of Positions: 1

Duration: 1 year

If you are interested in applying for this employment opportunity, please submit your resume and cover letter to the Pabineau First Nation Human Resource Director, Constance Sewell (Connie), by email: sewellconstance@gmail.com.

Application Deadline: Until suitable candidate is found.

Note: Only those who pass through the screening process will be called for an interview.