Classification & Level:Clerical & Administrative Support Services (CA-5) Position Status: Full Time Department:Health & Wellness Reporting Relationship: The position reports to the Health Services Department Manager. Position Summary: Under the direct supervision of the Health Services Department Manager and as a member of the Management Team, the Executive Assistant is responsible for supervising the administrative support staff and the Medical Transportation Clerk. The Executive Assistant ensures assistance is provided to the Health Services Department Manager in the management and operations of M’Chigeeng Health Services The position is assigned to serve both a group of people and a functional area, providing a broad range of administrative, secretarial, and clerical services (i.E., work processing, routine records, database management, file management, organizing events, travel arrangements, reconciling budget & accounts). A position of this nature is exposed to a range of confidential information and expected to maintain confidentiality and privacy. Work is diverse and often in response to Committee decisions that are to be carried out when committee minutes have been formally accepted by Council via motions contained within their meeting minutes. All work performed is according to M’Chigeeng First Nation policy and procedures with the incumbent expected to be efficient and effective in the organization of workflow and work independent of close supervision. Duties & Responsibilities ADMINISTRATION To assist the Health Services Department Manager in implementing and carrying out the duties in relation to specific responsibilities, communications, program planning,



operational management, and financial planning. To supervise the administrative support staff and medical transportation staff Record department committee meeting minutes using the standardized format and procedures (as established by the Administrative and Clerical Support Team) for meeting minutes. Develop and maintain a file management systems procedures manual for efficiency and effectiveness for the retrieval of stored documents. Monitor and ensure accurate filing records management and documentation is achieved for health programs and services. Compile data for the preparation of reports. Prepare and type all general and confidential letters, memos, and reports (all documentation). Forward all original personnel information to the Human Resources office. Submit to Payroll the department’s timesheet (Future – Bi-weekly complete electronic timesheet template and forward to Payroll, along with all leave forms). Receive and forward all leave forms and annual leave requests to the Department Manager for review and decision. Assist with posting employment vacancies, scheduling for interviews, correspondence, and completion of orientation checklist with new employees. Ensure confidentiality of all health programs/services for M’Chigeeng First Nation.



Comply and adhere to the M’Chigeeng First Nation personnel policy; and related Department policies. COMMUNICATIONS Record department committee meeting minutes using the standardized format and procedures (as established by the Administrative and clerical support Team) for meeting minutes. Maintain a system for recording committee recommendations/motions and a cross referencing system for motions ratified by Band Council; and ensure changes communicated. Attend and participate in the Administrative and Clerical Support Working Group on a monthly basis. Prepare and copy department meeting packages including meeting motion expectation for inclusion in Band Council meeting packages. Upon acceptance by Council of the department’s committee meeting minutes, communicate via memoranda the committee motions for attention by the respective staff person responsible for implementation. Prepare notices, agenda, minutes, and meeting packages for the Department Committee. Assist with inquiries regarding MFN programs as well as related, external programs that can be accessed by our community members. OPERATIONAL AND PROGRAM PLANNING Maintains, tracks and records revisions to all MFN Health Services policies and regulations ensuring these are current and up to date. Provide assistance to the DM with keeping abreast of progress by follow up on their behalf with items that have been deferred to the respective Department and Committee. Read, distribute, and file funding opportunities for program development and delivery. Provide assistance with compiling documentation for the annual submission to Health Canada for Health

📌 Executive Assistant (Markham)
🏢 Mchigeeng
📍 Markham