Reports to: Chief Executive Officer
Closing Date: Open until filled
Location: Gatineau, QC
The Chief of Staff is responsible for overseeing the CEO’s Executive Assistant and ensuring comprehensive organizational and administrative support it provided to the CEO of NWAC. The day-to-day responsibilities include ensuring proper management of the Executive Assistant to ensure excellence with schedules and meetings, answering phones, responding to emails, taking meeting minutes, and identifying and prioritizing items for attention.
The Chief of Staff is also responsible for building and maintaining excellent working relationships with all stakeholders, including all NWAC executives. The Chief of Staff will also assist and ensure all administrative support tasks such as filing, ordering supplies, and scheduling travel is completed as requested.
This position works directly with the Executive Assistant and CEO and requires an organized, thoughtful and creative communicator that works effectively in a fast-paced environment. This exciting opportunity will make a difference in the lives of Indigenous women in Canada and around the world.
The NWAC Chief of Staff will:
- Provide leadership and overall management of all administrative functions for the CEO, oversee workflow, troubleshoot and provide assistance where required;
- Ensure the CEO is provided with exceptional executive support especially as it pertains to travel, calendars, meeting planning correspondence;
- Analyze and prioritize incoming and outgoing briefs, memoranda, submissions and reports and prepare and present to the President for review and approval;
- Oversee preparation of meeting agendas and briefings, maintenance of meeting notes and arrange for implementation of action items and motions of the board of directors;
- Liaise with internal departments and with other organizations and associations on behalf of the CEO;
- Draft outgoing correspondence and short reports in accordance with instructions provided;
- Review all outgoing correspondence for accuracy;
- Research, prioritize, and follow up on high level incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature and determine appropriate course of action, referral, or response;
- Work closely with the CEO and Executive Assistant to keep them well-informed of upcoming commitments and responsibilities; following-up appropriately;
- Ensure the Executive Assistant is expertly trained to alleviate the CEO of routine administrative details, including: review of incoming correspondence; compilation of reports; sending meeting invitations, preparation of presentations; preparation of expense reports; and completion of scheduling and monitoring;
- Other related duties as required from time to time.
- Liaison with provincial and federal political authorities etc.. on behalf of the President.
- Manage staff in the following areas:
- Government Relations
- International and Parliamentary Relations
- Special Advisor to the CEO
- Work with the CEO to manage processes and relay such information to the Executive Assistant;
- Maintain a detailed knowledge of the governance processes and protocols of the Association, including in-depth knowledge of bylaws, Societies Act and other statutory requirements for non-profits;
- Oversee the maintenance of all required governance documentation, including agendas, preparing meeting materials and packages, meeting calendars, minutes, action items and motions;
- Ensure proper organization of meetings and teleconferences, including coordinating meeting locations, guest room accommodations, meals and travel.
Studies and Experience Requirement
University degree in public administration or a relevant discipline;
Minimum of ten (10) years’ experience in a related senior executive administrative role working day-to-day with a Chief Executive Officer and/or President;
- Experience with NGOs, organizations, interest groups and government or government agencies or business/corporate entities.
- Ability to effectively manage staff;
- Ability to communicate effectively and collaboratively with internal and external stakeholders;
- Ability to think critically and act logically to evaluate situations, solve problems and make decisions;
- Ability to give and take direction and work independently;
- Excellent interpersonal skills;
- Ability to apply sound judgment and make decisions within the area, often on short notice;
- Ability to prioritize, multi-task and organize work effectively and under pressure;
- Excellent knowledge of technical documentation best practices;
- Other related duties as required from time to time.
- Some knowledge and understanding of Indigenous Peoples in Canada and internationally, their cultures, histories and traditions;
- Knowledge and understanding of contemporary concerns and issues in the doing of Indigenous business in Canada;
- Understanding and knowledge of Indigenous issues, and norms and standards relevant to promotion and protection of Indigenous women’s rights;
- Some knowledge of key issues impacting Indigenous women and girls in Canada and internationally;
- Some understanding of social policy (including violence prevention and impacts, health, housing, etc.);
Preference will be given to individuals of Indigenous ancestry, please self-identify.
We thank all applicants for their interest in this opportunity. Only those selected for an interview will be contacted.
Accommodations will be provided at all stages of the hiring process. We ask applicants to make their needs known in advance.
Please submit resume and covering letter to: email@example.com