Executive Assistant

status

Permanent / Full-time

department

Executive Management

location

Kuujjuaq, Québec

jos posting end date

September 30, 2022

The Executive Assistant plays a crucial role in:

  • Keeping a high degree of confidentiality while maintaining the calendar, professional correspondence, and planning of the Executive Director.
  • Representing the executive to external partners including vendors, clients, customers, colleagues, and the media.
  • Performing such tasks as managing supply inventory, answering incoming calls, maintaining electronic and paper records, as well as recording and distributing meeting minutes.
  • Working with other departments to ensure all services and activities offered by Isuarsivik are culturally relevant and safe.

Purpose of position

Under the direction of the Executive Director, the Executive Assistant supports the functions of the Executive Director and executive management. The primary duties include helping with the coordination of events, meetings, and calendars, compiling data to prepare papers or presentations, and often acting as a representative of the Executive Director in internal meetings and any other administrative tasks that help the executive perform their job. This position requires in-depth knowledge of the role of the executive management department and requires the ability to maintain confidentiality.

Essential duties
and responsibilities

  • Files important documents, such as reports, meeting notes, emails, and letters.
  • Keeps the executive’s calendar up-to-date; adding events, rescheduling appointments, and providing daily briefings.
  • Manages proceedings of the Board of Directors such as planning and scheduling meetings, drafting agenda, taking meeting minutes, etc.
  • Conducts research and creates reports on various topics based on the needs of the executive.
  • Plans and organizes events that take place internally and externally.
  • Keeps important information and documents organized physically and electronically.
  • Maintains a high degree of discretion and confidentiality.
  • Performs any other related duties as needed.

Qualifications

Education
  • High School diploma.
  • Specialized or post-secondary training in administration (an asset).
Work experience
  • Two (2) years of related experience.
Knowledge and Skills
  • Excellent verbal and written communication skills.
  • Excellent interpersonal skills.
  • Exceptional organizational skills and attention to detail.
  • Excellent time management skills with the ability to meet deadlines.
  • Ability to learn quickly.
  • Ability to handle sensitive information with discretion.
  • Ability to prioritize tasks.
  • Ability to act with integrity, professionalism, discretion, and confidentiality.
  • Proficient with Microsoft Office or related software.
  • Personal and professional experience in a cross-cultural setting.
  • Strong ability to work independently and in a team.
  • Ability to work outside standard office hours.
  • Willingness to submit to a criminal record check.
Language
  • Ability to read, write, and speak Inuktitut as well as English (mandatory).
  • Ability to read, write, and speak French (an asset).

Work environment

  • Isuarsivik is undergoing a major transition that requires flexibility, creativity, and adaptability.
  • The incumbent must balance multiple demands and urgent requests from guests, staff, and partners.
  • The incumbent must also be prepared to meet the personal and professional challenges associated with living in a northern, isolated community with limited resources.

Salary / Benefits

  • Working conditions are based on Nunavik’s health and social services network.
  • Salary will be determined depending on qualifications and experience.
  • Probation period.
  • Mentorship or training program available (if requirements are not met).

It is the Centre’s objective to favor and promote the employment of beneficiaries from one of the Inuit land claims agreements. Therefore, it is at the discretion of the Board to waive any of the qualification requirements and implement a training or mentoring plan if necessary.

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