Executive Assistant

JOB SUMMARY: The primary purpose of the Executive Assistant is to provide comprehensive administrative, organizational, and operational support of the Chase the Ace (CTA) Manager. This role is responsible for assisting with the day-to-day operations of the CTA program, enduring that all administrative functions are completed efficiently and that business operations run smoothly. The Executive Assistant maintains a high level of organizational in all aspects of the position including coordinating daily tasks, managing records and confidential files, providing accounting and record-keeping. The position also supports effective communication, scheduling, and overall operational efficiency to help achieve the goals of the Chase the Ace program.

Responsibilities:

• Provide executive-level administrative support to the CTA Manager.
• Manage calendars, schedules, meetings, and appointments.
• Prepare correspondence, reports, presentations, agendas, and meeting minutes.
• Answer and direct telephone calls, emails and inquires professionally.
• Maintain office filing systems, records, and confidential documents. 
• Order and maintain office supplies and equipment. 
• Coordinate travel arrangements and accommodation when required. 
• Assist with bookkeeping, data entry, and financial record-keeping.
• Process invoices, purchase orders, expense claims, and payments.
• Prepare bank deposits and reconcile financial records as assigned.
• Maintain accurate accounting records and support documentation. 
• Assist with budget tracking, financial reports, and month end reporting.
• Ensure compliance with financial policies and procedures.
• Assist in coordinating the daily operations of the Chase the Ace program. 
• Support event planning, promotional activities, and community engagement initiatives. 
• Coordinate logistics for meetings, draws, and special events. 
• Monitor administrative deadlines and ensure timely completion of assigned tasks. 
• Maintain inventory and oversee administrative supplies and material.
• Maintain accurate electronic and paper filing systems. 
• Ensure confidential information is stored securely and managed appropriately.
• Prepare and archive reports, contracts, and operational documents. 
• Maintain document control and records retention in accordance with organizational policies. 
• Serve as a professional point of contact for staff, vendors, stakeholders, and the public.
• Respond to inquires in a timely and courteous manner.
• Foster positive working relationships with internal department and external partners.
• Maintain strict confidentiality regarding financial, operational, and personnel information 
• Ensure compliance with organizational policies, procedures, and applicable legislation.
• Exercise sound judgment and professionalism when handling sensitive matters.
• Assist with special projects and initiatives as assigned by the CTA Manager.
• Recommend improvements to administrative processes and office efficiency. 
• Perform other related duties as required to support the successful operation of the Chase the Ace program. 

Qualifications: 

• Certificate or Diploma in Office Administration, Business Administration, Accounting, Finance or a related field. Equivalent combinations of education, training, and relevant work experience may be considered.

• Minimum of 2 years’ experience in an Executive Assistant, Administrative Assistant, Office Administration, and records management. 

• Experience coordinating meetings, preparing reports, managing calendars. 

• Experience working in a confidential office environment.

• Knowledge of office administration principles, practises, and procedures.

• Knowledge of Microsoft Office Suit (Word, Excel, Outlook, PowerPoint) and office technology.

• Knowledge of records management and control procedures.

• Knowledge of Indigenous organizations, governance, and communities is considered an asset. 

• Excellent verbal and written skills.

• Strong organizational and time management skills

• Excellent attention to detail and accuracy.

• Strong bookkeeping and financial administration skills.

• Ability to prioritize multiple tasks and meet deadlines.

• Strong analytical, problem-solving, and decision-making abilities.

• Professional interpersonal and customer service skills.

• Ability to maintain confidentiality and handle sensitive information with discretion. 

• Ability to work independently with minimal supervision and collaboratively within a team.

• Proficiency in Microsoft Office applications and the ability to learn new software systems.

• Strong records management and file organizational skills.

• Ability to adapt changing priorities in a fast-paced environment.

• Valid Class 5 driver’s license. 

• Ability to work occasional evenings, weekends, and special events as required. 

• Commitment to the values, mission, ang goals of Onion Lake Community and the Chase the Ace program.