Dnaagdawenmag Binnoojiiyag

Child & Family Services

517 Hiawatha Line Hiawatha First Nation, ON

K9J 0E6

Employment Opportunity Executive Assistant

Purpose of the Position: Reporting to the Executive Director, the Executive Assistant assists the Executive Director in executing her/his overall responsibility for the day to day organization, planning, direction and operation of DBCFS including policy and program development, program management and administration, service planning, community relations, for supervision of the office coordinator and for any other duties that may be assigned by the Executive Director. Responsibilities: 1. Secretarial Support

• Develops and maintains a filing system for the Executive Director;

Places, receives and screens phone calls for the Executive Director;

Schedules and coordinates appointments and meetings for the Executive Director;

Arranges for meeting facilities, hotel accommodations, land and air transportation bookings for the Executive Director;

Assists in preparing staff work schedules as requested;

Provides confidential secretarial services to the Executive Director

Provides word processing for the Executive Director; internal and external correspondence, budget, schedules, work plans, charts, reports, and other documents;

2. Governance/Committee Support

Schedules and coordinates Board and committee meetings with committee members, staff, resources and the Executive Director;

Prepares the agenda for Board and committee meetings;

Sends the agenda and written notice to Board and committee members of up-coming meetings, with a follow-up and reminders by phone call; keeps the Executive Director informed of expected attendance to ensure minimum attendance of a quorum;

Arranges for meeting facilities, hotel accommodations and land and air transportation bookings as required by committee;

Prepares and copies materials, arranges for refreshments and meals, sets up the room with audio-visual equipment and flip charts, and tends to other requirements of meetings of committees;

Ensures resource materials required by the Board and committee members are available at meetings, such as by-laws, policies, extra copies of minutes, and materials sent out in advance or other documents pertaining to the agenda;

Attends, records and drafts minutes of all Board and Executive Committee meetings for approval of the Executive Director;

Develops and maintains a filing systems for paper files for each committee;

Keeps an up-to-date binder for each committee containing minutes, policies, terms of reference, committee members and other relevant information;

3. Other Duties Performs other duties as assigned by the Executive Director.

Preferred Requirements

• Community College Diploma in Business

2 years experience in secretarial work of a progressively more responsible nature

A minimum of 2 years experience in computer-based word processing;

Individual must be bondable;

Provide an acceptable CPIC with VPSS;

Knowledge Requirements • Demonstrated ability to establish and maintain paper and electronic filing system;

Demonstrated knowledge of English grammar, spelling and composition;

Familiarity with operation of a variety of office equipment;

Strong organizational skills to facilitate the work of the Executive Director and various committees;

• Knowledge of the social and political framework of First Nations communities, including

their tribal and regional agencies and associations;

• Knowledge of the social and political framework of First Nations communities, including

their tribal and regional agencies and associations;

Knowledge of Canada’s Labour Code and the Employment Standards Act; • Be familiar with existing Service Delivery policies and procedures as well as relevant DBCFS Financial Management and HR Policies; (re: funded areas of service); • Be knowledgeable about the cultures and the significant characteristics of the social structures of the DBCFS First Nations; • Knowledge of the range of methods and techniques that are employed in social work

practice with children and families.

Ability Requirements The successful applicant(s) will demonstrate ability to:

• Relate effectively to and supervise staff as a diplomatic and flexible team player; • Work effectively with the management and staff of other programs/agencies; • Able to support the process of planning, monitoring and evaluating programs; • Communicate effectively in writing and verbally.

Closing Date: Tuesday June 24th, 2013, 4 pm.

Only those selected will be contacted for an interview.

Please send cover letter, resume and 3 work related references to:

Diane Curwin, HR/Finance Manager

Dnaagdawenmag Binnoojiiyag Child & Family Services,

517 Hiawatha Line,

Hiawatha First Nation, ON

K9J 0E6

Fax: 705-295-7137

Email: careers@binnoojiiyag.ca

Notes:

1. Persons of Aboriginal ancestry and members of DBCFS First Nations are encouraged to apply. 2. Positions are contingent on fiscal funding.