EA to COO

POSITION: Executive Assistant, Office of the Chief Operating Officer (COO)

Reports to and works under the direction of the Chief Operating Officer (COO).

The Executive Assistant will provide professional and comprehensive executive level administrative support and coordination to the Chief Operating Officer, acting as a key liaison between the COO and various internal and external stakeholders.

This role will ensure efficiency and effectiveness in operational support and technical assistance to the office of the COO as the goals and objectives of the Six Nations of the Grand River (SNGR) strategic plan are employed.

The Executive Assistant will also accept responsibility for fostering an environment that honors Haudenosaunee cultural values and principles of practice as a foundation, encouraging teamwork and respectful cooperation with all colleagues to contribute to a healthy workplace.

• Technical Functions:
  • Proactively manage the COO calendar, scheduling meetings, resolving conflicts and optimizing time for maximum efficiency of work completion during office hours.
  • Effectively manage the schedule of the COO by arranging internal and external meetings, conferences, and events with accuracy; and informing the COO of the time, location, length and purpose of the meeting/event.
  • Prepare and provide relevant meeting documents for the COO twenty-four (24) hours in advance to ensure time for review and preparation for meeting discussion.
  • Act as the primary liaison for all COO related matters and correspondence, handling inquiries with tact, discretion and sound judgment.
  • Assist in identifying and assessing problems or trends and suggest solutions to facilitate resolution.
  • Appropriate management of confidential information with integrity and in alignment with organizational policies.
  • Organize Senior Administration Team (SAT) meetings, including retreats and related team sessions. Prepare agendas, coordinate location, record the minutes and distribute to members well in advance of meetings to ensure preparedness.
  • Assist in the planning and organization of major functions and activities of the Six Nations of the Grand River Elected Council (SNGREC) under the direction of the COO.
  • Maintain an efficient filing and retrieval system for reports, budgets, correspondence, and meeting minutes. Utilize technology to ensure accurate transcription and record-keeping.
  • Gather and compile requested information, statistics, research and recommendations from a wide source, as requested. Highlight and summarize the relevant information in a concise and accurate manner.
  • Research, review, and summarize current issues as directed.
• Communication Functions:
• Effective liaison and communication with executives, colleagues, community members, and Six Nations of the Grand River Elected Chief and Council: verbally in person or through telecommunications such as telephone or email.
• Liaise and interact with the public/community members, government officials, Six Nations of the Grand River Elected Chief and Councilors, and other staff members in a positive, courteous and professional manner, displaying tact, discretion and sound judgment.
• Effective communication with external bodies such as other First Nations, federal, provincial and municipal governments/agencies and other organizations in person or through telecommunications.
• Assist the COO in coordinating the Six Nations Emergency Plan.
• Preparation of internal/external documentation such as briefing notes, updates, memos, and correspondence.
• Represent SNGR and community in a positive, courteous, cooperative and professional manner.
• Preparation of effective presentations using Microsoft PowerPoint, Visio, or the latest available technology as requested.
• Provide coverage for other Executive Assistant positions upon request and during absences.
• Welcome guests, manage meeting room setup, and arrange catering for a professional and hospitable environment.
• Exceptional verbal and written skills, ensuring spelling accuracy and grammatical correctness.
• Administrative Functions:
• Thoroughly document and summarize information from meetings, conference calls and other activities in an effective and efficient manner, with a high degree of accuracy and ensuring confidentiality on all subject matter.
• Prepare and distribute briefing notes, agendas, correspondence, memos, notices, and Six Nations of the Grand River Elected Council (SNGREC) Resolutions in an effective and efficient manner, with a high degree of accuracy.
• Upload documents to Docusign and ensure that signatories are reminded of timely response.
• Ensure the implementation of standardized formats for all documentation, as well as spelling accuracy and grammatical correctness.
• Analyze incoming and outgoing mail, emails, memoranda, submissions, reports and prepare summary briefs and reports for the COO in a timely fashion.
• Oversee assigned projects and reoccurring events, ensuring attention to detail and…