Takla Nation
POSITION TITLE: Executive Assistant to the General Manager of Operations
DIRECT REPORT: Interim General Manager of Operations
WAGE: Starting wage: $50,050, depending on experience.
POSITION OVERVIEW:
Executive Coordinator to the Interim General Manager of Operations is a role that provides high-level executive coordination and administrative support to the Interim General Manager of Operations. This position plays a critical role in ensuring the efficient operation of the Office of the Interim General Manager of Operations and supports effective communication, coordination, scheduling, and document management across the organization. The incumbent must demonstrate exceptional organizational skills, discretion, professionalism, and cultural awareness, and must be capable of managing competing priorities in a fast-paced, confidential, and politically sensitive environment.
DUTIES AND RESPONSIBILITIES:
EXECUTIVE & ADMINISTRATIVE SUPPORT
- Provide comprehensive executive-level administrative and coordination support to the Interim General Manager of Operations, ensuring effective day-to-day functioning of the office.
- Manage calendars, schedules, meeting coordination, and travel arrangements; prepare itineraries and reconcile related expenses.
- Coordinate, prepare, and distribute meeting agendas, briefing materials, correspondence, reports, and presentations.
- Attend meetings as required; record, prepare, and distribute accurate meeting minutes and follow-up action items.
- Act as a central point of contact for the Interim General Manager of Operations, triggering inquiries and ensuring timely responses or referrals.
- Support communication and coordination between the Interim General Manager of Operations, Chief and Council, Directors, staff, Takla members, external partners, governments, and stakeholders.
- Conduct research and prepare background materials, summaries, and reports to support decision-making.
- Maintain and improve document management, records tracking, and filing systems, ensuring accuracy, version control, and confidentiality.
- Track proposals, contracts, agreements, reports, and key deliverables in collaboration with Finance and other departments.
- Support policy and procedure development, review, and administrative implementation as required.
- Assist with purchasing, requisitions, and financial administration in accordance with organizational policies.
- Maintain the organizational chart and support coordination of organizational initiatives.
- Uphold First Nations protocols, governance awareness, and professional representation of the Nation always.
- Independently manage special projects and assignments with overlapping deadlines and priorities.
- Promote a respectful, professional, and positive workplace environment. Perform other related duties as assigned.
KNOWLEDGE AND SKILLS:
- Strong organizational, time-management, and multitasking abilities.
- Excellent written and verbal communication skills.
- High level of professionalism, discretion, confidentiality, and ethical judgment.
- Proven ability to manage sensitive information and complex interpersonal situations.
- Strong interpersonal and relationship-building skills with internal and external stakeholders.
- Ability to work independently and collaboratively in a fast-paced, deadline-driven environment.
- Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and document management systems.
- Ability to research, analyze, and summarize information accurately and efficiently.
- Cultural awareness and respect for First Nations governance, protocols, and community values.
- Demonstrated initiative, adaptability, and problem-solving skills.
EDUCATION & EXPERIENCE:
- Completion of a relevant post-secondary diploma or degree in Business Administration, Human Resources, Office Administration, or a related field; or an equivalent combination of education and experience.
- Minimum of two (2) years of experience providing executive administrative support at a senior management level.
- Previous experience in human resources administration or coordination is a strong asset.
- Experience working within or with Indigenous organizations or communities is considered an asset.
- Knowledge of employment standards, HR best practices, and workplace legislation is preferred.
WORKING CONDITIONS & REQUIREMENTS:
- Office-based position with occasional extended hours as required.
- May require attendance at meetings or events outside regular working hours.
- Occasional travel may be required.
- Ability to successfully complete and maintain criminal records and/or police records check.
BENEFITS PACKAGE:
At Takla, we value our employees' dedication, which is why we give so much in return. In addition to Competitive pay, we also offer the following:
- Comprehensive Health benefits package with Medical, Dental and Vision coverage.
- An employer Pension Plan of up to 5.5 percent.
- Excellent learning and advancement opportunities.
- Group RRSP plan.
- Opportunities for personal and professional training and development.
- 18 sick days.
- Five personal days.
- $500 Health care spending account per fiscal year.
- Paid time off during Christmas break.
Takla Nation is committed to creating a diverse, equitable, and inclusive workplace. We are an equal opportunity employer and welcome applications from all qualified individuals, including Indigenous Peoples, women, persons with disabilities, visible minorities, and individuals of diverse backgrounds.
As a First Nations organization, preference will be given to qualified Indigenous applicants (First Nations, Métis, and Inuit) in accordance with applicable legislation. Applicants who wish to be considered under this preference are encouraged to self-identify in their application.
We are committed to providing accommodation throughout the recruitment process. Please let us know if you require accommodation. Please note that only selected candidates will be notified. This position will remain posted until filled. Only selected candidates will be contacted.
Please send your completed resume to [email protected].
Pay: $50,050.00-$76,696.14 per year
Benefits:
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Vision care
Work Location: In person
