Executive Assistant

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Executive Assistant

Job Information
Author pmnationtalk
Date January 16, 2023
Deadline Open
Type Full Time
Company Ontario Native Women’s Association
Location Any ONWA location (Hybrid/Remote work offered), Ontario
Category Executive
Client Ontario Native Women’s Association
Contact Information
Apply Now!

Executive Assistant

**Indigenous Women are encouraged to apply.
First preference will be given to all qualified Indigenous applicants.**

Why make ONWA your career choice?

Make a difference in the lives of Indigenous peoples by supporting and advocating for positive change. ONWA prides itself on providing all employees with a total rewards package that is generous and supports our workforce and their family members:

  • Competitive salaries
  • Generous paid vacation time
  • Paid time off at Christmas above paid vacation time
  • Additional paid stat and civic holidays
  • 35 hour work week
  • Comprehensive benefits program including health, paramedical, dental, vision and EAP. All premiums covered by the employer.
  • Healthcare Spending Account and Lifestyle Spending Account
  • Competitive Retirement Savings Plan up to 16% with organization match pending position
  • Paid sick days
  • Paid cultural/personal wellness days
  • Flexible scheduling to support work-life balance
  • Ongoing professional development.
  • Possible reimbursement on portion of cell phone and internet expenses
  • Remote/hybrid work offered for various positions

VISION:

At the Ontario Native Women’s Association (ONWA), we celebrate and honour the safety and healing of Indigenous Women and Girls as they take up their leadership roles in the family, community, provincially, nationally and internationally for generations to come.

ONWA MANDATE:

The Ontario Native Women’s Association (ONWA) is a not-for-profit organization that empowers and supports Indigenous women and their families in the province of Ontario.  ONWA encourages the participation of Indigenous women in the development of Federal, Provincial, Municipal/ Local government policies that impact their lives and ensure issues affecting Indigenous women and their families are heard at key government tables.

ONWA is committed to providing services that strengthen communities and guarantees the preservation of Indigenous culture, identity, art, language, and heritage.  Ending violence against Indigenous women and their families and ensuring equal access to justice, education, health, environmental stewardship, and economic development, sits at the cornerstone of the organization.  ONWA insists on social and cultural well – being for all Indigenous women and their families, so that all women, regardless of tribal heritage may live their best lives.

SCOPE:

The Executive Assistant is primarily responsible and accountable to the Executive Director.  The incumbent is responsible for providing administrative and clerical services to the Executive Director.  The incumbent contributes to the efficient day-to-day operations of the Executive Director and supports the work of the Board of Directors.  To be successful in this position the incumbent must be results oriented and have the demonstrated ability to effectively prioritize workflow.

QUALIFICATIONS:

  • Post-secondary certificate or diploma in Business Administration with a minimum of 3-5 years work experience in the area relevant.
  • Demonstrated knowledge of Not-for-Profit organizational structure and knowledge of Provincial and Federal legislation.
  • Demonstrated administrative and coordination skills.
  • Demonstrated experience providing services to Indigenous families and communities.
  • Must be dependable, able to follow instructions, respond to management direction and be able to improve performance through management feedback.
  • Capacity to solve problems and to see different perspectives.
  • Ability to plan, organize and manage time effectively.
  • Highly motivated individual with the ability to work with minimal supervision.
  • Excellent organizational and communication skills and an ability to follow through on assigned duties independently with strict deadlines.
  • Excellent working knowledge of MS Office Software, internet, and general office equipment.
  • Ability to travel.
  • Reliable vehicle, appropriate vehicle insurance coverage and valid Ontario “G” class driver’s license.
  • Current, valid vulnerable sector criminal records check. Valid 1st Aid/CPR
  • A cellular phone and internet access is required within this position
  • Must be willing and able to work a flexible working from home arrangement if required. This may include a combination of virtual remote work in your home and in office arrangements.  This will be based on operational needs and will be determined by the ONWA.
  • Knowledge of Indigenous Culture, Traditions, and Indigenous Community
  • Ability to speak an Indigenous Language is considered an asset.
  • ONWA is committed on implementing measures to protect its community members, staff, and other stakeholders from COVID-19. As a result, ONWA has implemented a mandatory vaccination policy. Exemptions will be made for those with a valid medical exemption; proof of the exemption will be required

KEY CORE COMPETENCIES REQUIRED:

  • Inter-cultural Competency Informed – Understands to incorporate a personal responsibility to increase sensitivity, awareness, and implementation of ONWA’s cultural teachings and organizational practices in both professional conduct and work-related deliverables.
  • Indigenous Gender-Based Analysis Informed – Understands to incorporate an intersectional approach to gender, race and discrimination and subsequent intergenerational impacts affecting Indigenous women and their families.
  • Trauma-Based Practice Informed – Understands to incorporate a trauma-informed approach to recognize and respond to all forms of trauma and the necessity of supporting Indigenous women in a culture of tradition and safety in her healing journey.
  • She is Wise Leadership Informed – Understands to incorporate the Four Agreements within daily responsibilities and combined with ONWA’s cultural teachings contribute to the empowerment and leadership of Indigenous women within their communities.

RESPONSIBILITIES – SPECIFIC:

  1. Perform a wide variety of executive secretarial and administrative duties as required by daily operations in the Executive Directors office, including establishing and maintaining executive file system.
  2. Review and summarize miscellaneous reports and documents; prepare background documents as necessary.
  3. Establish and co-ordinate administrative policies and procedures for officials, committees and Executive Director.
  4. Analyze incoming and outgoing memoranda, submissions and reports and prepare and coordinate the preparation and submission of summary briefs and reports; review and evaluate mail to identify those items requiring priority attention of the Executive Director.
  5. Provide follow up to assignments given to management staff by the Executive Director; provide status reports to the Executive Director.
  6. Conduct research, compile data, and prepare papers for consideration and presentation by Executive Director.
  7. Receive and screen communications to the Executive Director including telephone calls and e-mail messages, and provide assistance using independent judgment to determine which inquiries require priority attention.
  8. Prioritize, channel, and facilitate communication from Executive Director and program managers.
  9. Independently respond to letters and general correspondence of a routine nature.
  10. Make travel arrangements for the Executive Director; maintain appointment schedules and calendars for the Executive Director; arrange meetings and prepare meeting packages.
  11. Attend office meetings and take and prepare minutes, as directed by the Executive Director.
  12. Order office supplies for the Executive Director and self and maintain inventory.
  13. Other duties as assigned.

AUTHORITY:

To execute duties and responsibilities outlined in the job description.

ACCOUNTABILITY:

The Executive Assistant will be directly accountable to the Executive Director for the proper completion of the functions outlined in the job description.

We welcome applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

As Indigenous leaders, ONWA is continuing full operations including hiring, while working from home, as supporting our community members is a priority.  ONWA is scheduling all interviews, providing all training, onboarding and orientation for new employees, through the use of virtual tools.  We will continue to accommodate remote and home based work arrangements in an effort to keep our ONWA employees healthy and safe.

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