Executive Assistant to Political Office

Executive Assistant to Political Office

This position provides a high level of administrative support to Chief and Council, prepares meeting agendas, arranges Chief and Council and/or other meetings, conducts background research, prepares correspondence, travel itineraries, arrangements etc.

DUTIES:

• The Executive Assistant to Political Office is responsible for providing high-level executive support and results-oriented service to the Chief and Council of Serpent River First Nation.
• The Executive Assistant to Political Office is responsible for providing high-level executive support and results-oriented service to the Chief and Council of Serpent River First Nation, and its sub-committees.
• The Executive Assistant to Chief and Council works in a confidential environment where communications often concern complex, sensitive, and urgent matters.
• The upmost responsibility of this position is to maintain a high and strict rule of “Confidentiality” on all information coming through this office and maintain a high confidential environment where communications often concern complex, sensitive and urgent matters.
• This role is accountable to Chief and Council and the Director of Operations for decisions made in the course of work while meeting deadlines and following directions from Chief and Council/DOO while having a high impact on ensuring credible political relations between First Nation Governments, SRFN citizens and other associates.
• Operations of the Government Office and to adhere to the Serpent River First Nation Governance and Operations Manual.
• Development and maintenance of Political office standard operational procedures.
• Responding to and fielding telephone calls, relaying messages to the appropriate personnel, and handling incoming communications such as emails, and formal correspondence in a timely manner
• Manage calendars, plan meetings and conferences, and make travel arrangements
• Maintains confidentiality and protects operations by keeping information confidential.
• Contribute to team effort by accomplishing related results as needed.
• Prepare and assemble Council meeting packages prior to meetings both electronic and hard copy.
• Record minutes at duly convened meetings. Edit and transcribe minutes for next meeting.
• Compile pertinent reading files and circulate to Council via electronic copy or hard copies in Council mailboxes.
• Coordinate, schedule and confirm the Government's appointments in accordance with operational priorities.
• Assist the Director of Operations, in the administrative process of planning, including budgets, work plans, Quality Management Systems and liaise with staff as directed to encourage communication flow of information.
• Liaise between Government Office, Administrative Offices and Community to ensure communication of information and projects are moving forward.
• Preparation and Distribution of electronic and paper correspondence, reports, statements, brochures, publications, presentation and other documents by:
• Drafting, work-processing, editing, proofreading and finalizing
• Reviewing and summarizing miscellaneous reports and documents and preparing background documents as necessary
• Compiling data, statistics and other information
• Conducting research
• Consulting with requestor on layout and intent of document
• Ensuring documents are distributed as required, and compiling packages, mailing printing, faxing, and copying
• Tracks and follows up on issues referred by the Chief and Council, and ensure issues are addressed and resolved in a thorough, accurate, and timely manner
• Other duties as assigned by Chief and Director of Operations

QUALIFICATIONS:

• Minimum Ontario Secondary School Diploma (Grade 12)
• College level diploma Office Administration
• Equivalent combination of education and experience
• Minimum of five years progressively responsible administrative experience
• At least three years in an executive office preferably in a First Nation setting
• Extensive experience coordinating complex meeting and travel arrangements often on short notice
• Experience taking minutes for a Board or Council
• Extensive experience providing administrative support to a senior executive
• Extensive experience in handling and securing confidential and sensitive materials
• Comprehensive knowledge of First Nation organizations and appropriate protocols
• Knowledge of effective office procedures
• Knowledge of records management techniques
• Willingness to work extra hours and weekends to meet deadlines
• Must provide a clear criminal reference check
• Vulnerable Sector check required
• Good organizational skills.
• WHMIS certification or ability to obtain within the first three months of employment.
• Developed interpersonal skills and the ability to effectively work with the general public management and employees.
• Be able to work overtime to meet deadlines and/or emergency situations
• Proficiency with Excel, SharePoint computer software such as Microsoft 365, Outlook, SharePoint, Monday.com and office equipment
• Ability to work as a team in a fast paced environment
• Valid Ontario Class 'G' Driver's License with a clear driver's abstract.
• Knowledge of Ojibway culture
• Knowledge of the 7 grandfather teachings

WORK SITE LOCATION:

The position will be located at the Administration Office in Serpent River First Nation

ORGANIZATIONAL RELATIONSHIPS:

Reporting to the Chief and Director of Operations

Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job, and you just might be the right candidate!

Qualified Serpent River First Nation members or Indigenous applicants will be given priority consideration.

Late or incomplete applications will not be consider. We appreciate you interest, however, only those selected for an interview will be contacted.

Interested applicants MUST submit a cover letter, resume, and three references from a direct supervisor/manager to:

Attn: Human Resources –Executive Assistant to Political Office

195 Village Road, Cutler Ontario, P0P 1B0

Email: [email protected]

By: October 23, 2026