Executive Assistant

Posted: September 3, 2024

The Role

Position Status: Full Time (40 hours/week), 1 Year Contract with Possibility of Becoming Permanent

The Organization

Rupertsland Institute (RLI) is an affiliate of the Métis Nation of Alberta (MNA) and has a triple mandate in education, training, and research. With a decentralized network of 9 METI-Service Centres, a Corporate Head Office in Edmonton, and two mobile service units; RLI designs and delivers training and education services to more than 140,000 Alberta Métis.

The RLI Vision is: “A Skilled and Knowledgeable, Self-Reliant Métis Nation.”
The RLI Mission is: “To enhance the self-sufficiency and well-being of Alberta Métis through quality education, training, and research.”

The Opportunity

Rupertsland Institute (RLI) is recruiting for an Executive Assistant (EA), located in Edmonton, AB. The EA will be responsible for providing administrative support to the Chief Executive Officer (CEO) and the RLI Board of Governors (BOG). The EA will be responsible for creating Meeting Agendas, taking and distributing Meeting Minutes for RLI Senior Management Team (SMT) meetings and RLI BOG meetings, and will lead the creation of RLI BOG Quarterly Meeting packages. The successful candidate will have a minimum of seven (7) years of administrative experience, and three (3) years in an executive supporting role. The successful candidate must have strong attention to detail, superior interpersonal and relationship building skills, and a positive attitude.

To Fit the Role

Responsibilities:

• Anticipate needs and provide confidential administrative support to the CEO and SMT to ensure outcomes are delivered in a timely and efficient manner.
• Oversee the CEO calendar, and schedule and prepare documentation for CEO meetings.
• Plan, organize, coordinate, and distribute all meeting materials and documents, such as Meeting Agendas and packages, and attend meetings to record Meeting Minutes, for the CEO.
• Schedule, coordinate, and support the planning of virtual and in person meetings, conferences, and events on behalf of the CEO, including venue bookings, catering requirements, and general logistics.
• Attend meetings, events, and other functions to support the CEO.
• Work closely and effectively with the CEO to ensure they are well informed of upcoming commitments and responsibilities.
• Coordinate and book travel, including hotel accommodation, land and air transportation bookings, and complete expense claims for the CEO.
• Research, prepare, review, edit, and complete internal and external correspondence, including memos, briefings, forms, letters, reports, presentations, and other documents for the CEO.
• Create Fee for Service Contracts, as required.
• Support preparation for RLI Quarterly BOG meetings, including compiling BOG Meeting packages, attend BOG meetings and record Meeting Minutes.
• Retrieve, track, organize, and distribute mail and packages for the CEO, and respond to internal and external inquiries (via phone call and email).
• Organize, maintain, and coordinate CEO records and files. Ensure the safeguarding of all confidential files.
• Assist with special projects to the CEO as required.
• Develop and maintain strong working relationships with internal and external stakeholders.
• Present a positive and professional image of RLI when interacting with internal and external stakeholders.
• Maintain a high level of political awareness, cultural sensitivity, professionalism, and confidentiality in all interactions.
• Willingness and ability to work evenings and weekends for RLI events and other activities.
• Willingness and ability to travel, as required.
• Other duties as required.

Education and Experience:

• Minimum Diploma is required.
•  Minimum seven (7) years administrative experience, and minimum three (3) years experience in an executive supporting role.
• Experience in an Indigenous environment and nonprofit organization are assets.
• Experience in a role with Board management experience is an asset.

Location

Rupertsland Institute Head Office, Edmonton AB

Skills and Qualifications:

• Strong knowledge of Métis history, culture, and people.
• Strong understanding and experience with administrative requirements respective to an Executive office, with the ability to organize and support an Executive office.
• Experience in, and ability to, collaborate with Senior Executive Team members for action items.
• Strong writing skills with the ability to create, review, and edit various types of documents.
• Exceptional customer service skills.
• Excellent verbal and listening skills with the ability to communicate effectively with multiple stakeholders.
• Ability to present and interact with professionals for networking, meetings, and events.
• Strong interpersonal skills, professionalism, and a positive attitude.
• Strong cultural and political sensitivity and awareness.
• Ability to work independently as well as part of a team.
• Ability to build strong relationships with internal and external stakeholders.
• Strong sense of ethics and the ability to handle and maintain confidentiality for sensitive or private information.
• Ability to work in a fast paced, dynamic environment and be adaptable and flexible to changing priorities.
• Strong organizational and time management skills with the ability to multitask and meet tight deadlines.
• Sound planning, prioritization, execution skills and strong attention to detail.
• Proficient in Office software including Excel, Word, Outlook, Teams, and SharePoint. Willing to learn new software programs.

Rupertsland Institute (RLI) Offers:

• A competitive salary with comprehensive benefits plan including life insurance, critical illness, health spending & more!
•  Employer matching pension plan.
• Generous flex days and vacation time.
• Meaningful work in a culturally rich working environment.
• Continuous learning and professional development opportunities.

Application Deadline

October 1, 2024, or Until Suitable Candidate Found

Application Procedure

To apply, please send your resume and cover letter (required) to employment@rupertsland.org by October 1, 2024, quoting ‘EA’ in your email subject line.

Rupertsland Institute thanks all applicants for their interest. Only successful applicants will be contacted. No phone calls please.