Executive Office Coordinator

Internal/External Posting
Full-time Position
Location: Sioux Lookout, Ontario
Salary Range $61,394 to $82,391per annum/hour
Reference Number: EXECU001273
If applying by email, indicate reference number in subject line

Job Summary:
The Executive Office Coordinator is primarily responsible for supporting the Office of the President & Chief Executive Officer (CEO) including support to the Executive Operations Manager with administrative support and providing coverage in their absence.  This role will also provide administrative support to the Strategic Policy, Planning and Quality (SPPQ) team under the Office of the President & CEO.

The Executive Office Coordinator is responsible for a wide variety of administrative duties including but are not limited to reception, arranging travel plans, meeting minute-taking and distribution, scheduling appointments and drafting both internal and external correspondence. Other duties shall be assigned as necessary.

Qualifications:

• Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment)

• Persons of First Nations ancestry will be given preference (OHRC, Part II, Special Employment)
• Ability to communicate in one of the First Nations dialects in the Sioux Lookout Zone is an asset
• Grade 12, and/or a post-secondary education in Secretarial Arts or office administration
• Two years’ experience in office administration setting
• Demonstrated understanding of and competence in, serving culturally diverse populations, knowledgeable of First Nations’ people, history, culture, health priorities and social issues
• Strong interpersonal skills
• Proficient written and oral communication skills
• Strong Word-processing skills, knowledge of Microsoft Office Suite
• Strong organizational and coordinating skills
• Exceptional minute taking skills
• Must be willing and able to work flexible hours when required
• Must be willing and able to travel
• Ability to complete the duties of the position on a regular basis

Roles and Responsibilities:

• Assist the Executive Operations Manager in managing their workload by handling routine administrative tasks such as managing calendars, scheduling appointments, arranging meetings, preparing documents, drafting correspondence, and maintaining filing systems.
• Provide direct administrative and office management support to all members of the SPPQ team.
• Work with SLFNHA travel department, in coordinating travel itineraries, including flights, accommodation, and transportation.
• Support the Executive Operations Manager to receive and screen all inbound telephone calls, e-mails, and visitors for the President & CEO.
• Acknowledging receipt of correspondence and following up on phone calls.
• Distributing correspondence to appropriate personnel.
• Prepare draft reports, presentations, briefing notes, background documentation, and research.
• Support the Executive Operations Manager to review all documents, reports, and correspondence prepared for President & CEO signature; including but not limited to format, content, grammar, spelling and make edits as necessary.
• Assist in handling confidential or sensitive information and knowledge of applicable data privacy laws.
• Assist in keeping the President & CEO and Senior Managers informed of key issues.
• Support the Executive Operations Manager to ensure travel arrangements are made for the Board of Directors, the Chiefs Council on Health and the President & CEO.
• Support the Executive Operations Manager to receive expense reimbursements from the Board and Committees to ensure completeness and accuracy as per expense policies and forward to appropriate personnel for processing.
• Support the Executive Operations Manager to maintain a record management system including minute books for the Board, Committees and CCOH.
• Support special projects and events including logistics for meetings, conferences, and events, including venue bookings, catering, and equipment setup
• Assist in the organization and coordination of Annual General Meeting
• Act as role model of the organization’s values in daily work activities.
• Performs other related duties as assigned by the Executive Operations Manager.

Apply online at https://slfnha.com/careers/job-listing/

Human Resource Department
Sioux Lookout First Nations Health Authority
P.O. Box 1300, 61 Queen Street
Sioux Lookout, ON P8T 1B8
Phone: (807) 737-1802
Fax: (807) 737-2969
Email: Human.Resources@slfnha.com

SLFNHA currently “Strongly Recommends” COVID-19 immunizations and requests your immunization status to be sent to our staff health department if successful in the recruitment process.

 Closing Date: Open until Filled

 No resumes received after this time will be accepted.

 The Health Authority wishes to thank all applicants in advance.
However, only those granted an interview will be contacted.

For additional information regarding the Health Authority, please visit our website at www.slfnha.com

SLFNHA is a proud supporter of Mikinakoos Children’s Fund. To find out more, visit www.mikinakoos.com