Executive Assistant to the Chief Operations Officer (EACOO

Metis Nation of Ontario - Ottawa, ON (il y a 30+ jours)

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Internal/External Job Posting

Determinate (6 Month Contract), Full-time position

Location: Ottawa, Ontario
Closes: April 19, 2020 4:30 PM

The Executive Assistant to Chief Operations Officer (EACOO) co-ordinates administrative procedures, public relations activities and research and analysis functions for the Chief Strategy Officer and works closely with Executive Operations team and will be responsive to the Chief Strategy Officer (CSO).

In carrying out the following duties, it is expected that the Executive Assistant to the Chief Operating Officer will, at all times:

Fully understand the significance and fundamental importance of MNO’s Statement of Prime Purpose (SPP) to all MNO’s work, and to the requirements of the position specifically
Adhere to MNO Policies and Procedures and MNO’s Financial Policies and Procedures
Uphold MNO’s Standards of Professional Conduct
Adhere to Privacy Laws and respect confidential information
The employee must be cognizant of the Ontario Employment Standards Act, Occupational Health and Safety Act, Workers' Safety and Insurance Board, Ontario Human Rights Code, Canadian Human Rights Act, and other legislative requirements
Work in collaboration within the branch and with other MNO branches
Attend the MNO Annual General Assembly (MNO Policy 2.120)

Reporting to the Chief Operating Officer, the duties include, but are not limited to, the following:

Maintain professionalism of the office of the Chief Operating Officer
Assist to create and maintain a mutually beneficial, strong relationship with political entities and stakeholders
Deal with confidential and sensitive issues in a timely manner, with tact and discretion as required
Open, log and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other branches and organizations
Review incoming and outgoing memoranda, submissions, reports, information and coordinate the flow of information
Establish and coordinate administrative procedures for MNO senior officials as required
Answer telephone enquiries and relay telephone calls and messages
Prepare and submit Expense Claims, reconcile Purchase Cards for COO
Schedule and confirm appointments and meetings of COO
Order office supplies and maintain inventory
Set up and maintain manual and computerized information filing systems
Determine and establish office procedures
Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person
Record and prepare minutes of meetings
Maintain accurate and current contact lists (Outlook)
Arrange travel schedules and make required travel, car rental, accommodation reservations
May compile data, statistics and other information to support research activities
May supervise and train office staff in procedures and in use of current software
Oversee organization of conferences
Analyze incoming and outgoing memoranda, submissions and reports and prepare and co-ordinate the preparation and submission of summary briefs and reports when required
Prepare agendas and make arrangements for meetings, ensure follow-up, send communications
Attend PCMNO meetings as required
Meet with individuals on behalf of COO
Liaise with internal branches on behalf of executives and/or directors.
Prepare, log, key in, edit and/or proofread correspondence, invoices, presentations, brochures, publications, reports, communications and submissions
Ensure required signatures are completed to meet timelines
Keep COO apprised of important information
Participate in coordination of the Annual General Assembly
Oversee special events and activities
Discuss and meet with special interests groups and individuals or others as requested
This position will require working outside of the regular scheduled workday from time to time
This position involves travel, at times in locations other than place of residence
Other duties as assigned by the Chief Operating Officer

Mandatory Qualifications

Post-secondary education and/or 3 to 5 years’ experience in similar position
Knowledge of the Métis in Ontario
Expert knowledge with Microsoft Office Programs such as MS Word, PowerPoint, Excel and Outlook
Outstanding communication (written and verbal) and interpersonal skills are a must
Exceptional organizational, project management and time management skills
Demonstrated flexibility and the ability to work in a fast paced, challenging environment
Demonstrated ability to function independently with minimal direction
Discrete and accustomed to being exposed to highly confidential and sensitive information
Ability to prioritize own tasks as well as prioritize meetings for the COO
Willingness and availability to work flexible hours and travel throughout Ontario

Requirements:
Bilingualism (English/French) would be an asset
Ability to anticipate needs of the Executive
Ability to multi task and have a high level of organization, attention to detail and time management skills
Ability to think proactively and work in fast paced, constantly changing environment
Ability to learn new processes & hardware/products quickly
Valid Driver’s License

The Métis Nation of Ontario welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. Please email humanresources@metisnation.org

We thank all applicants for their interest but advise that only those selected for an interview will be contacted.

Preference may be given to qualified Métis candidates.