Executive Assistant

Ontario Native Women’s Association (ONWA) is hiring a Executive Assistant! For more information about this LEAP job posting, check out the details below!

Why make ONWA your career choice?

Make a difference in the lives of Indigenous peoples by supporting and advocating for positive change. ONWA prides itself on providing all employees with a total rewards package that is generous and supports our workforce and their family members:

  • Competitive salaries
  • Generous paid vacation time
  • Paid time off at Christmas above paid vacation time
  • Additional paid stat and civic holidays
  • 35 hour work week
  • Comprehensive benefits program including health, paramedical, dental, vision and EAP. All premiums covered by the employer.
  • Healthcare Spending Account and Lifestyle Spending Account
  • Competitive Retirement Savings Plan up to 16% with organization match pending position
  • Paid sick days
  • Paid cultural/personal wellness days
  • Flexible scheduling to support work-life balance
  • Ongoing professional development.
  • Possible reimbursement on portion of cell phone and internet expenses
  • Remote/hybrid work offered for various positions

VISION:

At the Ontario Native Women’s Association (ONWA), we celebrate and honour the safety and healing of Indigenous Women and Girls as they take up their leadership roles in the family, community, provincially, nationally and internationally for generations to come.

ONWA MANDATE:

The Ontario Native Women’s Association (ONWA) is a not-for-profit organization that empowers and supports Indigenous women and their families in the province of Ontario.  ONWA encourages the participation of Indigenous women in the development of Federal, Provincial, Municipal/ Local government policies that impact their lives and ensure issues affecting Indigenous women and their families are heard at key government tables.

ONWA is committed to providing services that strengthen communities and guarantees the preservation of Indigenous culture, identity, art, language, and heritage.  Ending violence against Indigenous women and their families and ensuring equal access to justice, education, health, environmental stewardship, and economic development, sits at the cornerstone of the organization.  ONWA insists on social and cultural well – being for all Indigenous women and their families, so that all women, regardless of tribal heritage may live their best lives.

SCOPE:

The Executive Assistant will support the Executive Director and Senior Director Strategy & Communications and their staff members.  Reporting to the Executive Director the Executive Assistant will carry out a wide range of administrative functions to support the team, such as setting up a system for tracking all requests and approvals, purchasing, accounts payable and administrative human resources processes. Maintain correspondence filing system to file, archive, search and assist with distribution.  Track, Format, log, process for approval and/or mailing correspondence and ensure correct grammar, style, and format of documents.  Research, gather and compile information as needed, to support Executives in preparation of meetings and/or in generating reports to plan for and meet timelines. Responsible for making travel arrangements and handling travel receipts Work with other staff in organization to ensure all materials required for meetings are obtained from other Director’s and their team members.

Employer Name: Ontario Native Women’s Association (ONWA)
City: Kenora
Province: ON
Postal Code: P9N 1S9
Application Deadline: February 2nd, 2023
Hours of Work: Full-Time
Job Type: Full-Time
Wages: $49,500 - $60,778 DOE

Duties of this LEAP Job Posting:
  • Perform general office management duties providing organized and proactive administrative, technical, and logistical support.
  • Acting as the primary contact for all administrative matters, issues, concerns relating to the Executive and Senior Director’s Office’s and ensuring compliance with established policies and procedures.
  • Making recommendations and participating in the development and implementation of administrative policies, procedures, systems and practices to improve and optimize administrative processes.
  • Assist with personnel matters including tracking sick/vacation/personal leave requests & flagging to Senior Director or Executive Director if special approval is required.
  • Preparing, letters, memos, briefing notes, reports, spreadsheets, etc. Proofreading for errors in typing, spelling and grammar, and making necessary corrections; creating presentation materials, charts/tables, and graphics, as required; manipulating stored material to edit, rearranging text and performing fully programmable features such as reformatting, paginating, merging, copying, moving, etc.
  • Inputting purchase orders and keeping track of receipts. Assuming responsibility for purchasing supplies and services as necessary. Maintaining financial documents/records
  • Maintain the filing system; paper and digital.
  • Prepare agendas and minutes when needed.
  • Sorting, distributing, and taking action on incoming correspondence and other documents for approval, attaching background information, maintaining bring forward system; setting up and maintaining manual/electronic filing systems; tracking and ensuring timely preparation of correspondence and other documents for signature of Executive Director/Senior Director to meet due dates.
  • Organizing, assisting, maintaining and managing daily schedules and calendars for the Executive and Senior Director including preparation for weekly meetings; preparing daily information binder to include agendas, meeting materials and other documentation; scheduling meetings for Executive and Senior Director and senior leadership; photocopying and emailing/faxing materials; preparing slide decks, agendas and compiling data and other materials; booking board rooms, arranging for catering,  travel and various other logistics for staff; making travel, meeting and conference arrangements, including physical and logistical requirements and preparing and distributing agendas and minutes.
  • Ensure an efficient flow of information internally and externally.
  • Attend all training opportunities as assigned
  • Attend all mandatory staff meetings and staff development sessions.
  • Assist in annual reporting, data collection and complete quarterly information gathering for promo events, newsletters etc.
  • Providing other administrative/clerical services and covering for other staff in instances of heavy workload, during lunch hours, vacations, absences, etc. This includes faxing, photocopying and collating materials; making courier arrangements and receiving hand-delivered/electronic materials ensuring proper and timely distribution; hand-delivering materials, training temporary/occasional support staff, as required. Arranging logistics for meetings, including audio-visual equipment, refreshments/catering, and documentation.
  • Other duties as assigned.
Qualifications for this LEAP Job Posting:
  • Business Certificate and/or 4 years’ experience in an Executive supportive administrative role. Experience working in an Indigenous organization is an asset.
  • Excellent relationship building skills with the ability to maintain positive relationships internally and with external stakeholders
  • Experience tracking and reporting statistical information.
  • Must be dependable, able to follow instructions, respond to quickly to management direction and be responsible for all administrative functions within the Executive Director’s and Senior Director’s Office.
  • Capacity to solve problems independently and to anticipate Executive Director and Senior Director’s needs throughout the day (E.g. Resolving scheduling conflicts; reviewing documents, prioritizing, responding to emails, answering and returning phone calls, organizing documents, maintaining records, taking notes at meetings and any other administrative tasks that help the executives perform their jobs).
  • Ability to plan, prioritize, organize, and manage time effectively.
  • Highly motivated individual with the ability to work with minimal supervision.
  • Excellent organizational and communication skills and an ability to follow through on assigned duties independently with strict deadlines.
  • Ability to establish priorities and meet established time frames in fast paced environment.
  • Strong reasoning skills to determine extent of information to be provided in response to inquiries and can work with the other team members to determine matters of priority for the Executive Director and Senior Director.
  • Maintain professionalism and strict confidentiality with all materials
  • Demonstrated written and oral skills to compose communications, notes, etc from brief verbal instructions and ensure accuracy of typed material.
  • Knowledge of Not-For Profit Organizations an asset.
  • Proficient working knowledge of MS Office Software, internet, and general office equipment.
  • Ability to travel.
  • Reliable vehicle, appropriate vehicle insurance coverage and valid Ontario “G” class driver’s license.
  • Current, valid vulnerable sector criminal records check.
  • A cellular phone and internet access is required within this position
  • Must be willing and able to work a flexible working from home arrangement if required.  This may   include a combination of virtual remote work in your home and in office arrangements.  This will be based on operational needs and will be determined by the ONWA.
  • ONWA is committed on implementing measures to protect its community members, staff, and other stakeholders from COVID-19. As a result, ONWA has implemented a mandatory vaccination policy. Exemptions will be made for those with a valid medical exemption; proof of the exemption will be required.

KEY CORE COMPETENCIES REQUIRED:

  • Inter-cultural Competency Informed – Understands to incorporate a personal responsibility to increase sensitivity, awareness, and implementation of ONWA’s cultural teachings and organizational practices in both professional conduct and work-related deliverables.
  • Indigenous Gender-Based Analysis Informed – Understands to incorporate an intersectional approach to gender, race and discrimination and subsequent intergenerational impacts affecting Indigenous women and their families.
  • Trauma-Based Practice Informed – Understands to incorporate a trauma-informed approach to recognize and respond to all forms of trauma and the necessity of supporting Indigenous women in a culture of tradition and safety in her healing journey.
  • She is Wise Leadership Informed – Understands to incorporate the Four Agreements within daily responsibilities and combined with ONWA’s cultural teachings contribute to the empowerment and leadership of Indigenous women within their communities.
How To Apply to this LEAP Job Posting:

Please apply online: https://onwa.bamboohr.com/careers/280?source=aWQ9MzI%3D

AUTHORITY:

To execute duties and responsibilities outlined in the job description.

ACCOUNTABILITY:

The Executive Assistant will be directly accountable to the Executive Director for the proper completion of the functions outlined in the job description.

We welcome applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

As Indigenous leaders, ONWA is continuing full operations including hiring, while working from home, as supporting our community members is a priority.  ONWA is scheduling all interviews, providing all training, onboarding and orientation for new employees, through the use of virtual tools.  We will continue to accommodate remote and home based work arrangements in an effort to keep our ONWA employees healthy and safe.

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