Executive Assistant to Political Office

This position provides a high level of administrative support to Chief and Council, prepares meeting agendas, arranges Chief and Council and/or other meetings, conducts background research, prepares correspondence, travel itineraries, arrangements etc.

DUTIES:

The Executive Assistant to Political Office is responsible for providing high-level executive support and results-oriented service to the Chief and Council of Serpent River First Nation.

The Executive Assistant to Political Office is responsible for providing high-level executive support and results-oriented service to the Chief and Council of Serpent River First Nation, and its sub-committees.

The Executive Assistant to Chief and Council works in a confidential environment where communications often concern complex, sensitive, and urgent matters.

The upmost responsibility of this position is to maintain a high and strict rule of "Confidentiality" on all information coming through this office and maintain a high confidential environment where communications often concern complex, sensitive and urgent matters.

This role is accountable to Chief and Council and the Director of Operations for decisions made in the course of work while meeting deadlines and following directions from Chief and Council/DOO while having a high impact on ensuring credible political relations between First Nation Governments, SRFN citizens and other associates.

Operations of the Government Office and to adhere to the Serpent River First Nation Governance and Operations Manual.

Development and maintenance of Political office standard operational procedures.

Responding to and fielding telephone calls, relaying messages to the appropriate personnel, and handling incoming communications such as emails, and formal correspondence in a timely manner

Manage calendars, plan meetings and conferences, and make travel arrangements

Maintains confidentiality and protects operations by keeping information confidential.





Contribute to team effort by accomplishing related results as needed.

Prepare and assemble Council meeting packages prior to meetings both electronic and hard copy.

Record minutes at duly convened meetings. Edit and transcribe minutes for next meeting.

Compile pertinent reading files and circulate to Council via electronic copy or hard copies in Council mailboxes.

Coordinate, schedule and confirm the Government’s appointments in accordance with operational priorities.

Assist the Director of Operations, in the administrative process of planning, including budgets, work plans, Quality Management Systems and liaise with staff as directed to encourage communication flow of information.

Liaise between Government Office, Administrative Offices and Community to ensure communication of information and projects are moving forward.

Preparation and Distribution of electronic and paper correspondence, reports, statements, brochures, publications, presentation and other documents by:

Drafting, work-processing, editing, proofreading and finalizing

Reviewing and summarizing miscellaneous reports and documents and preparing background documents as necessary

Compiling data, statistics and other information

Conducting research

Consulting with requestor on layout and intent of document

Ensuring documents are distributed as required, and compiling packages, mailing printing, faxing, and copying

Tracks and follows up on issues referred by the Chief and Council, and ensure issues are addressed and resolved in a thorough, accurate, and timely manner

Other duties as assigned by Chief and Director of Operations

QUALIFICATIONS:





Minimum Ontario Secondary School Diploma (Grade 12)

College level diploma Office Administration

Equivalent combination of education and experience

Minimum of five years progressively responsible administrative experience

At least three years in an executive office preferably in a First Nation setting

Extensive experience coordinating complex meeting and travel arrangements often on short notice

Experience taking minutes for a Board or Council

Extensive experience providing administrative support to a senior executive

Extensive experience in handling and securing confidential and sensitive materials

Comprehensive knowledge of First Nation organizations and appropriate protocols

Knowledge of effective office procedures

Knowledge of records management techniques

Willingness to work extra hours and weekends to meet deadlines

Must provide a explicit criminal reference check

Vulnerable Sector check required

Good organizational skills.

WHMIS certification or ability to obtain within the first three months of employment.

Developed interpersonal skills and the ability to effectively work with the general public management and employees.

Be able to work overtime to meet deadlines and/or emergency situations

Proficiency with Excel, SharePoint computer software such as Microsoft 365, Outlook, SharePoint, Monday.com and office equipment

Ability to work as a team in a fast paced environment

Valid Ontario Class 'G' Driver's License with a clear driver's abstract.

Knowledge of Ojibway culture

Knowledge of the 7 grandfather teachings

WORK SITE LOCATION:
The position will be located at the Administration Office in Serpent River First Nation

ORGANIZATIONAL RELATIONSHIPS:
Reporting to the Chief and Director of Operations

Don’t meet every qualification?
Qualified Serpent River First Nation members or Indigenous applicants will be given priority consideration.

By: October 23, 2026

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📌 Executive Assistant to Political Office (Ontario)
🏢 Serpent River First Nation
📍 Ontario