Executive Assistant Jobs

Join our team today and make a difference for the future of Inuit Women

Who We Are:

Pauktuutit Inuit Women of Canada (Pauktuutit) is the national representative organization of Inuit women in Canada and governed by a 15-member Board of Directors drawn from across Canada. We have been advocating for the social, cultural, political, and economic betterment of Inuit women, their families, and communities since 1984.

Pauktuutit is a small but mighty team of individuals who work to improve the quality of life for all Inuit women. Our Vision is Inuit women, and our families live in safe, healthy, and thriving communities and have access to social, cultural, economic, and political advancement.

We foster greater awareness of the needs of Inuit women, advocate for equality and social improvements, and encourage Inuit women’s participation in the community, regional and national life of Canada. By working with all levels of government, community leaders and Inuit organizations, we support Inuit women to reach their full potential in safe, happy communities.

Our vibrant team is growing! We are searching for talented, positive, collaborative individuals who share our passion for improving lives of Inuit Women and their Community.

Why Choose us?

By choosing Pauktuutit, you are taking an active role in changing the lives of Inuit. Likewise, Pauktuutit recognizes your value and is dedicated to supporting you and creating environments that fit our employees’ diverse lifestyles. This includes benefits and rewards such as supplementary Health and Dental benefits; Cell Phone and Internet allowance, or when we are in office, allowance for public transportation. We value your time and in addition to paid vacation, personal wellbeing days, and recognition of public holidays, we celebrate holidays that recognize women and Indigenous people.

Our main office is in Ottawa, Ontario, however, Pauktuutit believes strongly in providing a flexible work environment that embraces hybrid and remote options as critical to the future of work.

Specifically, while this role needs to be located in the Ottawa region, it is a hybrid role with opportunity for the successful candidate to work from a home office part of the time.

The Position: Executive Assistant

Status: Full-time; indeterminate

Language Requirement: English essential; Inuktut highly desirable; French is an asset

The Executive Assistant provides executive support and serves as the primary point of contact Pauktuutit and the Executive Director and COO. Provides a full range of support to the Executive Director and Chief Operating Officer (COO) and additional support for directors to enable leadership of the organization, and staff engagement.

The Executive Assistant also functions as support for the President and the Board of Directors on all matters pertaining to the President and provides administrative support to the Board President, Board of Directors, and Committees.

Responsibilities will include:

Executive Support

• Coordinates with the Board Liaison to support the Executive Director and COO in preparation for board meetings; maintain and track progress on action register that has the Executive Director and/or COO as prime for action.
• Coordinate Pauktuutit communications on behalf of the Executive Director and COO, including taking calls, responding to emails, and interfacing with clients; Communicates with Staff on behalf of the Executive Director and COO
• Planning annual retreat and staff bonding activities throughout the year
• Manage information flow and follow up on items requiring an action for the Executive Director; Keep the ED and COO informed of priorities and commitments.
• Organize & manage the schedules for the Executive Director and COO including booking meetings, contacting participants, booking rooms, etc. Ensure that all items critical to the business are prioritized within the calendar
• Support the Executive Director in Building and Sustaining partnerships and relationships with other Inuit organizations, communities, and services.
• Uphold a strict level of confidentiality; Develop and sustain a level of professionalism among staff and stakeholders
• Coordinates the agenda of senior management meetings. Gathers, co-ordinates and/or prepares the necessary information, materials (presentations, reports, etc.) and resources for meetings and events; and coordinates logistics both internally and externally; Prepares an account of the meetings and designates and follows up on assigned action items; Collaborates with the Board Liaison to coordinate meetings between the ED, COO, and the Board
• Assist Executive Director in liaising with national, regional Inuit organization and other agencies.
• Assists the Executive Director and COO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings

Board Support

• Meeting and Event Coordination
• Coordinates and arrange travel and accommodation and expense reports for the Board, AGM delegates
• Supports Board activities including include coordinating Board meetings
• Maintain records of biographies of the Board of Directors; Maintain contact information of Pauktuutit members (Board and Delegates); maintain board demographics, including tenure, appointments, etc.

Qualifications:

• Ability to work independently and with professional discretion; Focused, positive attitude, flexible, and proactive
• Minimum of 5 years of experience in a similar or equivalent role supporting senior management team(s)
• Excellent writing, editing, grammatical, organizational skills
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Solution orientation- Ability to conduct research and present data in a succinct and well-written manner; take ownership of requests; tailor solution to the situation; be timely in follow-up; resourceful in info gathering and research
• Post-secondary education or diploma in sociology, women’s studies, political science, or another relevant major; or equivalent combination of work experience and education is desired
• Technology savvy with Proficiency in Windows, including MS Word, EXCEL, and PowerPoint
• Project management and problem-solving skills with impeccable multi-tasking abilities
• Solution orientation- Ability to conduct research and present data in a succinct and well-written manner; take ownership of requests; tailor solution to the situation; be timely in follow-up; resourceful in info gathering and research
• Experience working with Inuit; and knowledge of the current political, social, and economic conditions of Inuit are highly desirable.
• Ability to work with a broad range of people ranging from External Stakeholders, Senior Management and Pauktuutit Staff

Your Candidacy:

Pauktuutit is an equal opportunity employer, with policies and practices intended to build an inclusive, accessible, and respectful work environment. We strongly encourage applications from Inuit and other Indigenous people. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, gender identity or expression, physical or mental disability, political affiliation, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, and regulations.

We are committed to accommodating individuals with disabilities throughout the recruitment process. If you require accommodations, please indicate so in your application.

How to apply:

Please include a cover letter outlining how you match the above qualifications along with your resume in one (1) document. LinkedIn only allows you to submit one document when applying for positions.

We thank all applicants for their interest in Pauktuutit; however, only those selected for an interview will be contacted.