Job Description

Direct Supervisor: Education Manager



Department: Education



Term: Indeterminate



Hours of Work: Monday to Friday; 8:30 a.m. - 4:30 p.m. with an hour unpaid lunch



Annual Salary: $46,360 - $55,360 + group pension and benefits



The Executive Assistant will coordinate community engagement sessions, schedule meetings, assist with financial matters, and prepare communication materials for parents, students, and staff. This position contributes to the continuous improvement and success of educational programs and operations in a fast-paced environment.



KEY RESPONSIBILITIES:

Administrative Support & Coordination:

Work closely with the Education Manager to keep them informed of upcoming commitments and responsibilities and ensure the efficient operation of the Education office. Prioritize inquiries and requests and make judgments and recommendations to ensure smooth day-to-day engagements. Research and follow-up on issues addressed to the Education Manager, including those of a sensitive or confidential nature, and draft/manage correspondence promptly and accurately. Provide comprehensive administrative support to the Education team, including responding to internal and external communication, organizing information, and preparing reports. Coordinate and facilitate communications with Education Committee members, WRFN Chief & Council members, and community members. Organize and maintain a systematic filing system to easily retrieve documents, meeting minutes, and reports.

Meetings, Events, and Logistics:

Prepare agendas and meeting materials and record meetings for the Education Committee and other related meetings. Arrange travel, accommodations, and logistics for the Education Committee members and other staff attending meetings, conferences, and professional learning opportunities. Plan, coordinate, and execute logistics for education events, training, and conferences, material acquisition, guest speakers, room bookings, and event setup. Assist in creating and updating communication materials such as presentations, brochures, reports, and digital media content (e.g., website updates, newsletters, etc.). Attend meetings with the Education Manager for note-taking and reporting.

Financial and Operational Support

Assist with processing invoices, cheques, and other financial documents, ensuring they are correctly signed, coded, and distributed. Monitor and track financial transactions and assist with account reconciliations for the Education department. Maintain accurate financial records and filing systems and assist with financial reporting as needed. Provide administrative support to the finance department, including responding to financial inquiries and processing payment requests. Assist with budget preparation and track expenditures for educational programs and events.

Communication & Community Engagement

Facilitate communication between the Education team, community members, and external partners. Assist in providing up-to-date information, resources, and opportunities to students, parents, and schools. Welcome visitors, greet them in person or by phone, and direct inquiries as necessary, ensuring excellent customer service. Coordinate community engagement sessions and maintain ongoing communication regarding educational programs and initiatives.

General Administrative Support

Maintain office supplies, equipment, and subscriptions for the Education department and manage administrative tasks as required. Compile data, prepare reports, and create documents for presentations, committee meetings, and other educational initiatives. Support the maintenance of student and administrative files and databases, ensuring data accuracy and confidentiality. Monitor the department's calendar and assist with scheduling appointments and meetings for the Education Manager and team. Performs all other related duties as may be assigned by the Education Manager




QUALIFICATIONS:


Post-Secondary Diploma in Business Administration or another relevant diploma preferred. Minimum two years of proven and successful related experience as an executive-level assistant in an organization of comparable size and scope, preferably in a First Nations setting or organization. A combination of education, training, or work experience that WRFN deems equivalent. A valid driver's license and access to a vehicle are preferred.




SKILLS:


Experience with computer programs (i.e., Microsoft Office, email and internet, Sage 300, etc.). Effective communication skills, both oral and written, with the ability to interact with a diverse range of stakeholders Highly organized with excellent time management, file management, and multitasking abilities Ability to take meeting minutes, prepare agendas, and handle confidential information. Strong problem-solving skills with the ability to prioritize and handle urgent tasks in a fast-paced environment. Exceptional interpersonal and relationship-building skills, including working effectively within a team. Knowledge of First Nation communities, education systems, and government processes is an asset. Ability to manage financial transactions, budgets, and reporting as needed. Proactive and self-motivated with a high level of initiative and attention to detail.

UPON HIRE:

Must provide an acceptable Police Criminal Reference Check (CRC).




For a detailed JD, please email hrmanager@whitefishriver.ca.

APPLICATIONS MUST BE RECEIVED BY DECEMBER 18th, 2025, AT NOON.

Interested applicants must submit a current resume, cover letter, two (2) work-related references, and one (1) character reference (with contact information) through Bamboo HR or to:

CONFIDENTIAL:

EXECUTIVE ASSISTANT

c/o Human Resources



Whitefish River First Nation



17-A Rainbow Ridge Road, P.O. Box 188; Birch Island, ON P0P1A0



Email applications can also be emailed to jobapplications@whitefishriver.ca




At Whitefish River First Nation, we value diversity and inclusion. Miigwetch to all who apply; however, only those applicants selected for an interview will be contacted.