Position Summary

Caldwell First Nation is seeking a highly organized, professional, and detail-oriented Executive Assistant to provide comprehensive administrative and executive support to the Chief Executive Officer (CEO).

Reporting directly to the CEO, the successful candidate will play a key role in supporting day-to-day executive operations, coordinating schedules and meetings, managing confidential correspondence, and ensuring the effective flow of information across the organization.

This position is ideal for someone who thrives in a fast-paced environment, can manage competing priorities, and demonstrates exceptional communication, organizational, and problem-solving skills.

Key Responsibilities

Executive & Administrative Support

- Provide direct, confidential administrative support to the CEO.
- Manage the CEO's calendar, appointments, meetings, events, and travel arrangements.
- Coordinate meeting spaces, accommodations, and travel logistics.
- Prepare agendas, meeting materials, reports, presentations, and correspondence.
- Attend meetings, accurately record minutes, and distribute follow-up documentation.
- Maintain the CEO's schedule and proactively manage scheduling conflicts.
- Prepare, review, edit, and proofread reports and technical documents.

Office Coordination & Communication

- Coordinate meetings, community events, and administrative activities.
- Process incoming and outgoing correspondence and mail.
- Maintain organized electronic and physical filing systems.
- Prepare and distribute administrative notices, bulletins, and updates to staff and membership.
- Distribute weekly calendar updates and meeting schedules.
- Provide technical and logistical support for in-person and virtual meetings.
- Perform general office duties, including printing, scanning, photocopying, and faxing.

Records, Finance & Confidentiality

- Organize, file, archive, and maintain invoices,



administrative records, and documentation.
- Liaise with the Finance Department regarding requisitions and office-related expenditures.
- Handle sensitive information with the highest level of professionalism, discretion, and confidentiality.
- Ensure accuracy and completeness of administrative records and correspondence.

Additional Responsibilities

- Support organizational meetings, community initiatives, and special projects.
- Work flexible hours, including occasional evenings and weekends, as required.
- Travel when necessary to support organizational activities.
- Perform other related duties as assigned.

Qualifications & Experience

- Post-secondary diploma or degree in Office Administration, Business Administration, or a related field, or an equivalent combination of education and experience.
- Minimum of 2 years of administrative experience in a professional office environment.
- Previous experience working with a First Nation organization or Indigenous community is considered an asset.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Teams.
- Experience using electronic document management systems.
- Strong report-writing, document preparation, proofreading, and editing skills.
- Ability to type a minimum of 60 words per minute.
- Valid Class G driver's licence and access to a reliable vehicle.
- Clean Driver's Abstract and current vehicle insurance coverage.
- Satisfactory Vulnerable Sector Check.
- Demonstrated ability to manage workloads, meet deadlines,



and maintain accuracy.
- Ability to work independently with minimal supervision.

Skills & Competencies

The ideal candidate will demonstrate:

- Excellent organizational, multitasking, and time-management skills.
- Robust written and verbal communication abilities.
- Professionalism, sound judgment, discretion, and confidentiality.
- Strong interpersonal and relationship-building skills.
- Ability to work effectively with leadership, staff, community members, and external stakeholders.
- Strong problem-solving and critical-thinking abilities.
- Flexibility and adaptability in a fast-paced environment.
- Exceptional attention to detail and commitment to quality.
- A collaborative approach and positive, solutions-oriented attitude.
- Cultural awareness, sensitivity, and respect for Indigenous cultures, traditions, and community values.

Working Conditions

- Primarily office-based in Leamington, Ontario, with occasional travel.
- Flexibility to work evenings or weekends may be required to support meetings, community events, and organizational priorities.

We appreciate the interest of all applicants in joining Caldwell First Nation.

About Caldwell First Nation

Caldwell First Nation is located in Leamington, Ontario. This opportunity offers the successful candidate the chance to contribute to an organization serving its community while providing essential executive and administrative support to its leadership.

Website: caldwellfirstnation.ca

This job posting describes the general nature and level of work associated with the position and is not intended to be an exhaustive list of responsibilities or qualifications. Caldwell First Nation reserves the right to modify duties and requirements in accordance with operational needs.

Pay: $60,000.00-$70,000.00 per year

Work Location: In person

📌 Executive Assistant to CEO (Leamington)
🏢 Caldwell First Nation
📍 Leamington