Executive Assistant to the CEO

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Executive Assistant to the CEO

Job Information
Author pmnationtalk
Date April 6, 2021
Type Full Time
Company First Nations Financial Management Board
Location West Vancouver, BC
Category Executive
Client First Nations Financial Management Board
Contact Information
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Executive Assistant to the CEO

The First Nations Financial Management Board (FMB) is a national organization that supports First Nations in achieving financial standards to improve socioeconomic outcomes for their communities. Since 2006, the FMB has supported over 200 First Nation governments across Canada in developing and strengthening their financial governance practices for increased transparency and accountability.

FMB is committed to our employees, their health & wellness and professional development. We are an inclusive, growing workplace that encourages engagement, diversity, and growth.

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;
  • Assist the Executive Board Coordinator in preparation, photocopying and email distribution of meeting notices and agenda materials as needed;
  • Assist with Board and committee meetings in the absence of the Executive Board Coordinator.
  • The Executive Assistant performs other related duties as requested.

Qualifications

  • Post-secondary education in Business Administration or a related discipline;
  • Minimum of five (5) years of executive level administrative experience in a national professional services firm (e.g. accounting, law/legal, consulting, etc.);
  • 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);
  • Experience acting in a delegate role within Microsoft 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;
  • 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 without exception;
  • Demonstrates skills of discretion and judgement when handling information from the Senior Leadership team or Board of Directors;
  • Demonstrates a commitment to ethical ways of working and interacting with others.

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;
  • Current remote working due to COVID-19;
  • Occasional national travel may be required;
  • Evening and weekend work may be required occasionally.

What We Offer

  • Salary and annual bonus eligibility;
  • Flexible 37.5-hour work week
  • Employer paid extended benefits;
  • Matching contributions to a group registered pension plan;
  • Annual vacation allowance and thirteen (13) annual paid stat & non-stat days;
  • Work-life balance;
  • Professional development & career growth opportunities.

FMB is an equal opportunity employer that recognizes and celebrates the diversity of all First Nations and people across Canada. We are an inclusive organization that treats all employees equally. As a First Nations Organization, applicants of Indigenous descent are highly encouraged to apply.

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