Executive Assistant to the CEO

Executive Assistant to the CEO

Job Information
Author pmnationtalk
Date January 7, 2021
Deadline Open
Type Full Time
Company First Nations Financial Management Board
Location West Vancouver, BC
Client First Nations Financial Management Board
Contact Information
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Executive Assistant to the CEO

FMB Overview

The First Nations Financial Management Board (the FMB) is Canada’s only legislated body that develops and publishes First Nations Financial Management and Financial Performance Standards and upon request certifies First Nations compliance to those standards. The FMB is an Aboriginal institution that provides a suite of financial management tools and services to First Nations governments seeking to strengthen their fiscal stewardship and accountability regime and develop necessary capacity to meet their expanding fiscal and financial management requirements.

The FMB is one of the First Nation institutions created through the First Nations Fiscal Management Act (FMA). This federal legislation is designed primarily to provide participating First Nations with the tools and capacity needed to facilitate their participation in long-term pooled borrowing through the Capital Markets – on a similar basis as other governments in Canada – to support their social and economic development objectives.

Position Overview

Reporting to the CEO, the Executive Assistant provides exceptional senior administrative support while handling multiple and simultaneous imposed deadlines. Effective communication and the ability to handle a high volume of work is essential to this position.

A professional and confident communicator, our Executive Assistant engages internal and external stakeholders at all levels, assesses demands and priorities, and develops and presents accurate and well-informed recommendations with confidence and clarity. Significant attention to detail, initiative and accuracy is essential for success.

Accountabilities

  • Provide direct high-level administrative support to the CEO including coordinating calendars, meetings, teleconferences and other appointments as requested;
  • Operate with discretion when handling sensitive and/or confidential information, prioritizing workflow and level of importance;
  • Work closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately;
  • Ensure that the CEO is fully prepared for all engagements by providing vital background information as needed;
  • Coordinate meetings, including development and dissemination of agenda, materials, calendar invites and logistical arrangements;
  • Accountable for taking meeting minutes when requested;
  • Compile information for reports from a variety of internal and external sources; undertake research to locate information, summarize material and recommend follow-up action;
  • Liaise with senior leaders, board members and all levels of staff to collect data and produce a variety of documents for the CEO;
  • Compose, designs, format, edit and distribute correspondences, reports, spreadsheets and presentations as requested;
  • Preview all documents, reports and correspondences prepared for executive signature for format, content, grammar, spelling and editing as necessary;
  • Collaborate with all business lines to ensure provision of consistent documents and processes;
  • Produce copied and printed materials as required or requested;
  • Coordinate file management ensuring an efficient digital and hard copy filing system;
  • Communicate with external offices and agencies on behalf of the CEO as requested;
  • Anticipate role related administrative issues and assess risks, identifying proactive solutions which will eliminate or mitigate such risks;
  • Handle complex and significant matters that cut across operational areas and business lines;
  • Handle sensitive, confidential and executive administration, prioritizing workflow and level of importance;
  • Liaise between departments to successfully complete tasks and projects requested by the CEO;
  • Respond and/or escalate emerging issues accordingly;
  • Plan and coordinate travel arrangements including the booking of air and hotel reservations, preparation and distribution of detailed itineraries. Organize any required meetings, dinners, or visits;
  • Prepare and submit expense reimbursements for the CEO in a timely manner;
  • Coordinate social needs with human resources including births, condolences, retirement and social gatherings;

The Executive Assistant performs other related duties as requested, including supporting the General Counsels when requested.

Qualifications

  • Post-secondary education in Business Administration or a related discipline;
  • Minimum of five (5) years of executive level administrative experience; legal assistant or paralegal experience preferred;
  • Experience working in an Indigenous environment and working with a Board of Directors would be an asset;
  • Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook);
  • Exceptional interpersonal skills, including outstanding oral and written communication capabilities;
  • Ability to handle high degree of confidential and sensitive information with tact and discretion;
  • Ability to handle high degree of confidential and sensitive information with tact and discretion;
  • Adaptable and flexible to various competing demands with proficiency at managing high work volumes in a fast-paced;
  • Exceptional organizational skills with a sense of urgency and ability to prioritize multiple tasks seamlessly in a rapidly changing environment with excellent attention to detail;
  • Experience working with Federal Government organizations an asset;
  • Must have an understanding, awareness and appreciation of Indigenous culture and history;
  • Should have experience working with Indigenous Governments, organizations and communities;
  • Willingness to participate in ongoing education and training for the role including Indigenous Cultural studies;
  • Must be fluent in English (spoken and written), French language is considered an asset.

Equivalent or relevant education and/or experience may be considered.

Competencies

Communication

  • Conveys information, both verbally and written, with confidence, consistency, effectiveness and clarity, using active listening techniques in order to effectively understand and increase understanding.

Innovative/Initiative

  • Anticipates the implications and consequences of situations and take appropriate action;
  • Ability to be creative, challenge and demonstrate initiative to generate improvements and foster positive outcomes.

Knowledge/Technical

  • Ability to demonstrate proficiency in technical and administrative knowledge to achieve a high level of performance;
  • Keeps informed about current and future trends in relevant areas.

Adaptability/Flexibility

  • Ability to adapt and respond to the changing environment and to constructively create opportunities for change through active participation;
  • Embraces change and demonstrates a willingness to learn new skills and processes.

Discretion and confidentiality

Respects the confidentiality of information, spoken and written in confidence and refrains from sharing with others except on a need to know basses and with permission from senior leadership;
Demonstrates skills of discretion and judgement when handling information from the Senior Leadership team or Board of Directors.

Detailed and organized

  • Is alert in a fast-paced environment; follows detailed procedures and ensures accuracy in documentation and data; concentrates on routine work details; organizes and maintains a system of records;
  • Able to manage multiple projects; able to determine project urgency in a practical way; uses goals to guide actions; creates detailed action plans; organizes and schedules people and tasks effectively.

Working Conditions

  • This position is based in West Vancouver, British Columbia;
  • Occasional national travel may be required;
  • Evening and weekend work may be required occasionally.
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