Job Title: Executive Assistant
Reports To: Executive Director

Position Summary
Reporting to the Executive Director (ED), this role provides high-level executive, administrative, and human resources support to the ED of Matachewan First Nation (MFN). This position plays a critical role in supporting governance, organizational effectiveness, and day-to-day administrative and human resources operations. The role requires handling highly confidential information, coordinating executive and governance activities, and supporting core human resources functions including recruitment, onboarding, personnel records, and HR administration.

Term: Full-Time, 12-month Contract
Hours of Work: 40 hours per week, Monday – Friday, 8:30AM – 4:30PM, with flexibility to work on evenings and weekends
Location: Matachewan First Nation
Compensation: $60,000 - $80,000 annually
Benefits: Optional employer-paid benefits package and enrollment in pension plan
Start Date: As soon as possible

Areas of Responsibility
- Executive and Administrative Support
o Provide direct administrative support to the Executive Director, including calendar management, scheduling, and correspondence.
o Draft, format, and proofread letters, reports, briefing notes, agendas, minutes, and internal communications.
o Coordinate meetings, including preparation of agendas, attendance for minute-taking, and follow‑up on action items.
o Receive, screen, and respond to phone calls, emails, and correspondence on behalf of the ED.
o Maintain organized and secure electronic and physical filing systems.
- Governance and Council Support
o Coordinate C&C meetings such as preparing the agenda and hard copy packages as requested.
o Attend C&C meetings, record minutes and provide a copy of the minutes to the ED and C&C in a timely manner.
- Human Resources Responsibilities
o Support recruitment and staffing processes, including job postings, application tracking, interview coordination, and reference checks.
o Assist with employee onboarding and offboarding, including orientation materials, documentation, and checklists.
o Maintain confidential and accurate employee personnel files and HR records.
o Implement, maintain, and administer the Citations Canada platform, including data entry, tracking, reporting, and ensuring compliance with organizational policies and regulatory requirements.
o Assist with payroll and benefits administration by coordinating documentation and liaising with the Finance Officer and external service providers.
o Support performance management processes, training records, and HR reporting requirements.
o Assist with the development, maintenance, and tracking of HR policies, procedures, and employee manuals.
o Provide general HR administrative support to staff while escalating sensitive matters to the Executive Director as required.
- Office and Operational Support
o In the absence of the Administrative Clerk, provide reception and clerical coverage as needed.
o Assist with funding, grant applications, and reporting coordination when required.
o Support organizational planning, project tracking, and compliance deadlines.
- Perform other related duties as assigned by the ED.

Requirements
- Diploma or Certificate in Office Administration, Business Administration, Human Resources, or a related field, or an equivalent combination of education and experience
- Minimum 3–5 years’ experience in executive-level administrative support and/or human resources administration
- Experience with minute-taking, records management, and confidential documentation
- Experience working in a First Nation, Indigenous organization, or public-sector environment is considered an asset
- Strong organizational, time-management, and multitasking skills
- Excellent written and verbal communication skills
- Proficiency in Microsoft Office (Word, Outlook, Excel, PowerPoint)
- High level of professionalism, reliability, and discretion
- Strong attention to detail and accuracy
- Ability to work independently and as a collaborative member of a team
- Valid Ontario Class G Driver’s License
- Acceptable recent Criminal Record and Vulnerable Sector Check