EMPLOYMENT OPPORTUNITY

NEYASKWEYAHK GROUP OF COMPANIES INC.

EXECUTIVE ASSISTANT

SUMMARY:

This is an executive position will report directly to the President & CEO of NGCI.

The Executive

Assistantis responsible to answering phones, screening visitors, making travel arrangements, preparing reports, filing, and organizing documents, managing office supplies & equipment, recording meeting minutes, and performing basic bookkeeping tasks. The job requires establishing and maintaining specific order in daily activities; frequent communication and engagement with others; and predictable performance in repetitive situations. This position also gracefully handle pressure to remain a constantly reliable resource to management. Prioritize work in ways that alight with the company vision and mission. This position requires building rapport with a wide range of individuals. This position adapts to changing demands and responsibilities. This position requires the individual to work Monday – Friday (5 days per week, 70 hours bi-weekly).

Duties & Responsibilities:

- Answering phones and greeting visitors.
- Filing and retrieving corporate records, documents, and reports.
- Researching and conducting data to prepare documents for review and presentation by Boards of Directors, committees, and executives.
- Organizing and scheduling meetings as assigned.
- Accurately recording minutes from meetings.
- Using various software, including word processing, spreadsheets, databases, and presentation software.
- Managing and typing assigned material in an efficient and professional manner.
- Handling basic bookkeeping tasks as requested by the Financial Controller.
- Reading and analyzing incoming memos, submissions, and distributing them as needed.
- Coordinating travel arrangements for NGCI Management and Board of Directors.
- Performing office duties that include ordering supplies and managing a records database.
- Recording and distributing incoming and outgoing mail, faxes, and other correspondence.
- Providing general administrative support.
- Implementing office policies and strategizing improvements to existing processes.
- Assisting VP Operations with Human Resources administration.
- Developing initiatives related to company culture and employee wellness.
- Planning office design and layout improvements.
- Directly assisting executives.
- Planning special events.
- Scheduling and managing calendars.
- Creating reports and presentations as required.
- Managing and maintaining documents and records.
- Following ISO requirements.
- Managing social media pages, website content, and digital board communications for NGCI.
- Assisting with marketing initiatives for NGCI businesses.
- Assisting with vendor bookings in the Maskwacis Mall.
- Determining company information organization and architecture.
- Interfacing with clients, vendors, building management, and employees on a regular basis.
- Assisting with office projects, renovations, installations, and office design initiatives.
- Managing office supply budgets and administrative expenditures.
- Hearing and assisting in resolving complaints and concerns.




- Independently developing viable solutions to problems as they arise.
- Leveraging technology and business tools to improve and reinforce processes.
- Thinking strategically and providing executives with sound operational guidance.
- Gracefully handling pressure to remain a reliable resource to management.
- Prioritizing work in ways that align with the company mission and strategic objectives.
- Maintaining strict confidentiality and exercising sound judgment.
- Effectively conveying information to various audiences in different formats.
- Developing positive relationships through networking and skilled communication.
- Working harmoniously and effectively with others through emotional intelligence.
- Applying analytical skills to inform key business decisions.
- Understanding and interpreting complex information related to both administrative and operational responsibilities.

Inventory Analysis Responsibilities

- Review and analyze month-end inventory count procedures for NGCI retail businesses.
- Monitor the accuracy, consistency, and completeness of inventory counts and supporting documentation.
- Analyze inventory reports and investigate inventory variances, shortages, overages, and discrepancies.
- Compare monthly inventory results against historical trends and identify unusual variances.
- Prepare monthly inventory analysis reports for the President & CEO, VP Operations, and Financial Controller.
- Assist retail managers with inventory reconciliation processes and inventory-related reporting.
- Monitor inventory shrinkage and identify potential causes and trends.
- Assist in the development and implementation of standardized inventory procedures across NGCI retail businesses.
- Conduct periodic reviews and audits of inventory records and supporting documentation.
- Develop and maintain inventory tracking spreadsheets, databases, and reporting tools.
- Collaborate with the Financial Controller to ensure inventory reporting aligns with financial reporting requirements.
- Recommend process improvements to strengthen inventory controls and operational efficiency.
- Assist with annual inventory audits and special inventory projects as assigned.
- Analyze inventory performance and provide recommendations to improve stock management and profitability.

Leadership & Organizational Support

- Adapting to changing demands and responsibilities.
- Leading others and delegating tasks on projects when required.
- Guiding projects and workflows from initiation to completion.
- Demonstrating strong attention to both strategic and operational details.
- Performing other duties as required.

Core Competencies: Planning & Organizing:

Establishing courses of action to ensure that work is completed effectively.





Teamwork:

Cooperating with others to meet objectives.

Time and Priority Management:

Prioritizing and completing tasks to achieve desired outcomes within designated timeframes.

Project Management:

Identifying and overseeing all resources, tasks, systems, and people to obtain results.

Flexibility:

Readily modifying, responding, and adapting to change with minimal resistance.

Interpersonal Skills:

Effectively communicating, building rapport, and relating well to all kinds of people.

Leadership:

Organizing and influencing people to support organizational goals and objectives.

Analytical Thinking:

Evaluating information, identifying trends, analyzing inventory data, and making sound recommendations.

Attention to Detail:

Ensuring accuracy in reports, records, inventory reconciliations, and business analysis.

Financial & Operational Acumen:

Understanding inventory controls, retail operations, financial reporting, and business processes.

Driving Forces/Motivators:

Collaborative:

Driven by being in a supporting role and contributing with little need for individual recognition.

Resourceful:

Driven by practical results, maximizing both efficiency and returns for investments of time, talent, energy, and resources.

Receptive:

Driven by new ideas, methods, and opportunities that fall outside a defined system.

Analytical:

Driven by understanding information, solving problems, identifying trends, and improving organizational performance.

Educational Requirements:

- Proven experience in office and business administration.
- Experience and proven success in an administrative, operational, or managerial capacity.
- Diploma in Business Administration, Accounting, Commerce, Management, or a related field.
- In-depth understanding and experience with Microsoft Office and MS Outlook.
- Advanced proficiency in Microsoft Excel including formulas, pivot tables, and reporting.
- Experience in inventory management, inventory control, retail operations, bookkeeping, or business analysis is considered an asset.
- Knowledge of Point-of-Sale (POS) systems and inventory management software is considered an asset.
- Ability to organize a daily workload according to priorities.
- Must be able to multi-task and meet deadlines in a fast-paced and changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- Professional-level verbal and written communication skills.
- Must be able to travel and attend meetings held after regular business hours.
- Ability to deal effectively with the general public and business community.
- Must be willing to sign an Oath of Confidentiality.
- Knowledge of and/or ability to speak the Cree language will be considered an asset.

SALARY: $55,000.00 Annually

Pay: From $50,000.00 per year

Benefits

- Company pension
- Dental care
- RRSP match

Application question(s):
- Do you have experience with inventory management or inventory control?
- How many years of experience do you have providing administrative or executive support?

Work Location: In person

📌 Executive Assistant / Inventory Analyst (Ermineskin)
🏢 NGCI
📍 Ermineskin