Executive Assistant to CEO

Job Summary

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. This role serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also acts as a liaison to the Chief and Council and senior management teams, organizes and coordinates outreach and external relations efforts, and oversees special projects. The Executive Assistant must maintain confidentiality and interact professionally with employees, management, and the public. Other duties may be assigned as necessary.

Roles & Responsibilities

• Provide direct administrative and office management support to the CEO as directed.

• Maintain the work schedules and calendars of the CEO.

• Prepare travel schedules, book travel arrangements, and make reservations for the CEO.

• Coordinate logistics of executive team programs, including meetings, seminars, workshops, special projects, and events; provide technical assistance (e.g., running PowerPoint).

• Review all documents, reports, and correspondence prepared for executive signatures for format, content, grammar, and spelling; make edits as necessary.

• Prepare draft reports, background documentation, and conduct research.

• Refer and/or redirect calls, emails, or visitors as required.

• Receive and manage incoming mail.

• Facilitate communications from department managers, business unit leaders, and project managers as per directives.

• Present a positive and professional image of the executive office to all visitors, suppliers, inquiries, and other persons.

• Prepare and provide all travel expenses for the CEO.

• Perform other duties as assigned from time to time from the Office of the CEO.

Administrative Services

• Act as a technical assistant for the Office of the CEO:

  • Answer, screen, and direct all incoming calls.

  • Retrieve and send mail.

  • Create written correspondence for the CEO.

  • Prepare and assist with minutes for Administration meetings.

  • Ensure the office is maintained to a professional standard through organization and tidiness.

  • Maintain an adequate filing system for the CEO.

  • Ensure the office area is secure at all times.

  • Travel to and attend all meetings pertaining to the CEO as directed.

  • Serve as a resource and assist with the overall functions of the Administration Office.

  • Attend all community meetings related to Administration or as directed by the CEO.

  • Attend all workshops and training as directed.

  • Act as a liaison between the Office of Chief & Council and the CEO in matters relating to deliverables and priorities.

  • Review outgoing reports and correspondence for the CEO’s review or signature to ensure all important matters are covered and that grammar, format, and style meet required standards; assist Directors as needed.

  • Maintain the CEO’s itineraries; make transportation and accommodation arrangements; prepare travel claims; and complete forms as required within the fiscal budget.

Financials

• Maintain all accounts payable for the CEO Department.

• Create Purchase Orders and Cheque Requisitions as required for administration services.

• Obtain approval from the CEO prior to submission.

• Prepare, submit, and obtain approval for payroll; submit to OLCN Human Resource Dept.

• Assist members and staff with payroll-related requests and information.

Qualifications

• Related post-secondary education certification in an undergraduate/postgraduate program and a minimum of 8 years of related administrative and program experience.

• Ability to converse in the Cree language when doing community presentations.

• Advanced technological skill-sets, ability to do brief-notes, reports, and proposal writing.

• Knowledge of First Nations government and non-First Nations governments, programs, legislation, and policies related to OLCN's inherent and treaty government mandate.

• Knowledge and understanding of First Nations culture, customs, and history.

• Experience with financial reporting and program budgets.

• Extensive knowledge of First Nation communities, traditions, and cultural protocols.

• Proven ability to manage confidential and sensitive information.

• Excellent verbal and written communication skills.

• Strong organizing and prioritizing skills.

• Excellent work ethic, independent, and results-oriented.

• Demonstrate knowledge and understanding of OLCN Human Resource Policy, mission, and vision.

• Strong group facilitation and engagement skills.

• Demonstrated problem-solving abilities.

• Ability to work in a team environment.

• Knowledge of MS software applications including Word, Excel, and PowerPoint.

• Must be mutually professional and punctual.

• Ability to work independently with minimal supervision.

• Valid Driver’s License and reliable transportation required.

• Willingness and ability to travel when required.

• Willingness and ability to work after hours and/or weekends when required.

• Must provide a criminal clearance/vulnerable sector check.

• Must be able to pass drug and alcohol testing as set out in the OLCN Human Resource Policy.

• Must sign an Oath of Confidentiality.

Skills and Abilities

Leadership – Demonstrated leadership skills, deep knowledge of levels of government decision-making processes, a passion for political networking developments, and effective collaboration skills. This also includes interpersonal skills to interact with a variety of individuals at many different levels as well as presentation skills.

Communication – Possess superior communications skills, both verbal and written. Must be able to assimilate a great deal of information and frame it in simple, concise terms. As well as having a demonstrated ability to write persuasively and positively.

Technical – Must be able to function in a computerized environment. Possess an excellent knowledge of the current Microsoft Office software, including word processing, spreadsheets, databases, and presentation computer programs required to provide proven technical ability to assist and resolve Government operations for positive effectiveness and getting results according to OLCN Constitution, legislation, and policy.

Application Requirements

Interested applicants who meet the qualifications above must submit:

1. Cover letter

2. Current resume with dates specified

3. List of three current references with phone numbers

4. Clear Criminal Record Check/Vulnerable Sector Check

5. Driver’s Abstract

Deadline Date: Thursday, September 4, 2025 
Only applicants who have submitted all documents will be contacted for an interview.

Contact Information: 
Attention: Human Resources 
Office: (306) 344-2330 ext. 2238 
Fax: (306) 344-4244 
Email: human.resources@onionlake.ca 
Mail: PO Box 100, Onion Lake, SK S0M 2E0