Reports to and works under the direction of the President and General Manager of First Nations Engineering Services Ltd. (FNESL).
The Executive Assistant is responsible for providing direct administrative and executive support to both the President and General Manager. This position requires a highly organized, professional and dependable individual who is capable of managing two busy and frequently changing schedules, coordinating meetings and commitments, preparing correspondence and documentation, and ensuring appropriate follow-up on outstanding matters.
The Executive Assistant must develop a strong understanding of FNESL's operations, organizational structure, projects, services and staff responsibilities in order to effectively support the President and General Manager and appropriately prioritize and direct information and requests.
This is a full-time, in-office position. This position is not eligible for remote or hybrid work, and the successful candidate must report daily to the FNESL Ohsweken office.
Responsibilities:
- Manage and coordinate the calendars and daily schedules of the President and General Manager.
- Coordinate appointments, internal and external meetings, project meetings and other commitments.
- Manage frequently changing schedules and proactively identify and resolve scheduling conflicts.
- Prioritize competing demands and ensure the President and General Manager are aware of upcoming meetings, commitments and deadlines.
- Prepare and organize information and documentation required for meetings and appointments.
- Coordinate meeting invitations, agendas, supporting documents and other meeting materials as required.
- Attend meetings when requested and prepare meeting notes, minutes and action items.
- Track outstanding action items, commitments, correspondence and deadlines and provide appropriate reminders and follow-up.
- Draft, prepare, format and proofread letters, correspondence, reports, presentations, meeting materials and other documents.
- Monitor incoming correspondence and assist in identifying matters requiring immediate attention, response or follow-up.
- Maintain organized electronic files, executive records, correspondence and other documentation.
- Coordinate travel arrangements, accommodations, itineraries and scheduling as required.
- Maintain a working knowledge of FNESL's current projects, clients, services and organizational responsibilities.
- Understand the respective roles and responsibilities of the President and General Manager in order to appropriately prioritize and direct inquiries and information.
- Act as a professional point of contact between the President and General Manager and FNESL employees, clients, First Nations, consultants and other external organizations.
- Handle confidential and sensitive business, employee, client and organizational information with discretion.
- Assist with senior management initiatives, special projects and other administrative requirements as assigned.
- Maintain confidentiality and professionalism at all times.
Job Requirements:
- Must be able to report daily to the FNESL Ohsweken office. This is not a remote or hybrid position.
- Strong work ethic and positive team attitude.
- Exceptional organizational and time-management skills.
- Ability to manage two busy executive schedules and multiple competing priorities.
- Ability to work effectively in a fast-paced environment where schedules and priorities may change throughout the day.
- Strong attention to detail and a high degree of accuracy.
- Excellent written and verbal communication skills.
- Strong interpersonal skills and ability to communicate professionally with senior management, employees, clients, First Nations, consultants and external organizations.
- Demonstrated ability to exercise discretion and maintain confidentiality.
- Ability to work independently, take initiative and anticipate the administrative needs of the President and General Manager.
- Strong follow-up skills and ability to ensure commitments, deadlines and action items are completed.
- Advanced proficiency in Microsoft Outlook is required, including email, calendar management, meeting invitations, scheduling and management of multiple executive calendars.
- Strong proficiency in Microsoft Word, Excel, PowerPoint, Teams and other Microsoft 365 applications.
- Ability to prepare and format professional correspondence, reports, presentations and meeting documentation.
- Experience with electronic document and file management.
- Previous experience providing administrative or executive support to senior management is preferred.
- Post-secondary education in Office Administration, Business Administration, Executive Administration or a related field is preferred.
- Experience working within an engineering, consulting, construction, project-management or First Nations organization is considered an asset.
- Ability and willingness to develop a thorough understanding of FNESL's operations, services, projects and organizational structure.
- Responsible, trustworthy, dependable and professional.
- Desire for continued learning and professional development.
- Focus on providing outstanding service to FNESL staff, clients and communities.
- Personal vehicle and valid ‘G’ Class Ontario driver’s license and ability to travel
