Executive Assistant

Company: Six Nations of the Grand River

EXECUTIVE ASSISTANT– 068-25-5

Housing, Built Environment

Full-Time

 

Applications will be received by Six Nations of the Grand River and Grand River Employment & Training (GREAT) up until 4:00 p.m. EST, Wednesday, Date, 2025, for the Executive Assistant with Housing, Built Environment.  The Six Nations of the Grand River Application for Employment Form, Job Posting, and Job Description are available for printing from the www.greatsn.com website.  Online applications are accepted through My Job Search. NO LATE APPLICATIONS ACCEPTED.

 

Applicants from Six Nations and other First Nations will be given preference to deliver programs and services in a First Nations community.

 

JOB SUMMARY: The Executive Assistant reports to and works under the direction and supervision of the Senior Manager of Housing.

 

PURPOSE & SCOPE OF THE POSITION:

 

The purpose of this position is to provide confidential executive level administrative support and coordination for the Senior Manager of Housing.

 

The role will provide confidential executive level administrative support and coordination assistance to the Senior Manager of Housing and the Property Manager related to the implementation of the goals and objectives of the Six Nations Housing department, while working within the administrative policies and procedures established for the Housing department of the Six Nations of the Grand River Elected Council.

 

 

Type	Full Time
Closing Date	April 2, 2025
Hours of Work	35 hrs./week
Wage	Minimum $49,500/year

 

*A competitive compensation package will be offered commensurate with qualifications. *

 

BASIC QUALIFICATIONS:

• Bachelor’s degree in a business-related field or Diploma in an Office Administration related field WITH a minimum one-year experience in a housing administrative setting.
• Basic knowledge and understanding of relevant legislation, regulations and guidelines, housing policy, housing systems and housing professional roles.
• Demonstrated excellent computer skills – Microsoft Office, Microsoft Word, Microsoft Excel, Electronic Medical Record.
• Knowledge of the Six Nations community, culture and housing issues.
• Must submit a favorable criminal reference check and judicial matters screening.

 

SUBMISSION PROCEDURE: (Choose one method ONLY):

 

Method #1:  Online

1. Please visit: My Job Search to access our job board and follow the directions to apply.
2. Please ensure all required documents are provided/uploaded with your application package, which includes:
   1. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualify you for this position.
   2. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above.
   3. Copy of your education diploma/degree/certificate and transcript.
3. If you have any questions or need assistance, please reach out to Kalvin Egan, HR Business Partner at 519-445-2223 ext. 5721 or via email at HRBP5@sixnations.ca.

 

Method #2: GREAT – Applications must include all of the following:

1. Printed, filled in, and authorized Six Nations of the Grand River Application for Employment Form.
2. Cover letter including your band name and number (if applicable). Please indicate in your letter how your education and experience qualify you for this position.
3. Recent resume clearly identifying that you meet the Basic Qualifications of this position as stipulated above.
4. Photocopy of your education diploma/degree/certificate and transcript.
5. Place all documents listed above in a sealed envelope and mail to or drop off at:

 

Executive Assistant – Full Time – 068-25-5

                                                c/o Reception Desk

                                                Grand River Employment & Training (GREAT)

                                                P.O. Box 69, 16 Sunrise Court

                                                Ohsweken, Ontario N0A 1M0

 

 

POSITION DESCRIPTION

 

POSITION TITLE:                       Executive Assistant - Housing

 

REPORTING RELATIONSHIP:

 

Reports to and works under the direction and supervision of the Senior Manager of Housing.

 

PURPOSE & SCOPE OF THE POSITION:

 

The purpose of this position is to provide confidential executive level administrative support and coordination for the Senior Manager of Housing.

 

The role will provide confidential executive level administrative support and coordination assistance to the Senior Manager of Housing and the Property Manager related to the implementation of the goals and objectives of the Six Nations Housing department, while working within the administrative policies and procedures established for the Housing department of the Six Nations of the Grand River Elected Council.

 

KEY DUTIES & RESPONSIBILITIES:

 

Technical Functions

• Co-ordinates all areas of administration pertaining to the effective and efficient operation of Housing.
• Prepares and coordinates the preparation and submission of reports for the Senior Manager of Housing.
• Co-ordinates, arranges meetings and prepares documents for the Senior Manager of Housing (Internal and external meetings). Ensures that the Senior Manager is ready and able to attend various committee/community/external meetings upon request.
• Prepares Briefing Notes for Committee meetings and submits them for Agenda Review Team meetings when required.
• Assists the Senior Manager of Housing with preparing reports for consideration and approval by the Built Environment, Climate Adaptation, Lands and Membership Committee (BECALM) and Council on issues impacting Six Nations. This may include completion of environmental scans, literature reviews, and data analysis.
• Assists the Senior Manager of Housing in annual evaluations for the effectiveness of Six Nations Housings work plans and programs
• Assists the Senior Manager of Housing and Property Manager in preparing individual staff evaluations for direct reports of Senior Manager and Property Manager
•  
• Act as resource to the Senior Manager of Housing and department staff regarding administrative matters to ensure quality and controls as per policies and procedures.
• Proactive in identifying barriers, trends or potential risks; synthesize data; and recommends solutions to the Senior Manager of Housing. Further, provides leadership in facilitating and implementing appropriate initiatives as follow up.
• Analyzes incoming and outgoing memoranda, submissions, reports; prepares and distributes correspondence.
• Assist the Senior Manager and Property Manager in preparing leases, briefing notes, expressions of interest, reports and applications for new funding streams.
• Assist in preparing VISA reconciliation and other accounts payable processes.

 

Administrative Functions

• Maintains a standard of excellence in planning activities such as meetings, taking of minutes and follow-up activities related to meetings.
• Reviews with Financial Control Officer: budgets, financial statements, reports required in the delivery of services and programs of Six Nations Housing.
• Perform clerical duties which include preparing, typing, copying, mailing or receiving and faxing letters, reports, notices and invoices for supplies and repairs and filing.
• Assist the Six Nations Housing leadership team in the review and development of policies and procedures.
• Perform customer service duties, including telephone operations, scheduling appointments, referrals, greeting clients and visitors.

 

Communications Functions

• Ensures that Six Nations Housing reflects a high degree of professionalism in all communications, interactions and system processes
• Liaise and interact with External Housing agencies, First Nation organizations and funders impacting Six Nations Housing as requested
• Liaise with other community service agencies and the general public on behalf of Six Nations Housing as directed.
• Receive Built Environment, Climate Adaptation, Lands and Membership Committee information and assist the Senior Manager of Housing with follow up for Housing related issues.
• Plans, organizes and directs (with staff input) major functions and activities of Six Nations Housing as requested by the Senior Manager of Housing.
• Exercise discretion and sound judgment in responding to public inquiries for assistance and/or information.
• Maintains working knowledge of Six Nations Employment Policy to support the Senior Manager of Housing and Property Manager so that staffing matters are handled according to policy on a consistent basis.

 

1. Other Functions

• Performs other job-related duties as may reasonably be required by the Senior Manager of Housing.
• Provides support for the Six Nations Emergency Response Plan by ensuring awareness of the plan and assistance as instructed by the Senior Manager of Housing as a member of the Emergency Control Group.
• It is the responsibility of the employee to be aware of and adhere to all policies and procedures, including those that relate to client safety, staff safety and risk management.

 

WORKING CONDITIONS:

 

The position is high profile, with extensive staff and public contact and is subject to multiple deadlines and interruptions.

 

Work at times will be subject to unscheduled hours.

 

WORKING RELATIONSHIPS:

 

With the Senior Manager of Housing

Receives direction, guidance, encouragement; discusses plans and priorities regarding Housing administration and operations.

 

With the Property Manager

Provides technical guidance and operational knowledge for proper implementation of Six Nations Housing programs within the scope of the role.

 

With Other Staff

Maintains professionalism, co-operation and provides operational guidance for all staff respecting lines of authority.

 

With External Agencies

Represents and promotes Six Nations interests relative to housing services; maintains awareness of legislative policy and program changes.

 

With the Public

Represents and promotes the housing services interests of Six Nations; works in

a courteous, co-operative positive and proactive manner to provide information.

 

KNOWLEDGE AND SKILLS:

 

Minimum Requirements:

• Bachelor’s degree in a business-related field or Diploma in an Office Administration related field WITH a minimum one-year experience in a housing administrative setting.
• Basic knowledge and understanding of relevant legislation, regulations and guidelines, housing policy, housing systems and housing professional roles.
• Demonstrated excellent computer skills – Microsoft Office, Microsoft Word, Microsoft Excel, Electronic Medical Record.
• Knowledge of the Six Nations community, culture and housing issues.
• Must submit a favorable criminal reference check and judicial matters screening.

 

Other Related Skills:

• Excellent organizational skills.
• Excellent conflict resolution and problem-solving skills.
• Excellent interpersonal and customer service skills.
• Excellent oral and written communication skills.
• Excellent administrative and research skills.
• Ability to prioritize and manage multiple priorities effectively
• Understands the importance of Confidentiality and ability to work with tact and discretion.
• Must be willing to work flexible hours.

 

IMPACT OF ERROR:

 

Errors in judgement and in the conduct of duties could lead to loss of credibility, poor public relations, confusion, duplication of effort and misinformation resulting in negative impacts to the leadership team and SNGR. Errors in judgement could lead to embarrassment to SNGR, community and administration, loss of public confidence and unnecessary conflict leading to lack of trust and legal liability.

 

CONTROL:

 

Guiding principles set by the Six Nations Housing and the Six Nations Elected Council. Must work within the Policies and Procedures established by the Six Nations Elected Council for Housing.