Executive Assistant

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Anishinabek Police Service

OUR VISION…
Safe and healthy Anishinabek communities.

OUR MISSION…
Anishinabek Police Service provides effective, efficient, proud, trustworthy and accountable service that ensures Anishinabek, and its residents and visitors are safe and healthy while respecting traditional cultural values and the protection of inherent rights and freedoms on our traditional territories.

EMPLOYMENT OPPORTUNITY
Position: Executive Assistant
Reports to: Director of Corporate Services
Accountable to: Chief of Police and the Police Governing Authority
Location: Headquarters – Anishinabek Police Service, Garden River First Nation

Summary of Function:
The Executive Assistant’s primary function is to provide excellence in executive administrative services to the Police Governing Authority, the Chief of Police, the Director of Corporate Services and other senior leaders (SMT) of the Anishinabek Police Service, ensuring roles are appropriately
supported in an efficient, accurate, and highly professional manner. The Executive Assistant functions by demonstrating critical thinking skills, and anticipating the needs of the PGA, the Chief and Director of Corporate Services.

Specific Job duties are demonstrated and evidenced by:
• Composing standard and routine correspondence on own initiative or based on verbal or written instruction relating to legal and liability matters; and any other reports required on behalf of the Police Chief.
• Receiving, recording and forwarding telephone messages; scheduling of meetings, conference calls, appointments and interviews.
• Relaying information in the role of liaison between the Police Chief and others including the Legal Representative and Police Professionalism Officer.
• Traveling to meetings, workshops, or functions with the Police Chief and/or SMT as required.
• Completing preparation of Oaths of Office and Secrecy; ensuring they are completed andprocessed with letter of appointments.
• Preparing the documentation for the swearing in of new officers.
• Relaying information in the role of liaison between the PGA Chairperson, First Nation Chiefs, and PGA members.
• Organizing quarterly meetings for the Police Governing Authority and annual meeting forthe Police Council by: completing agenda and distributing required documentation for meetings.
• Completing all meeting and travel arrangements for all members
• Notifying board members, employees, facilitators and/or other participants of upcoming meetings.
• Recording, typing, and distributing minutes.
• Compiling and organizing all current and deferred items for the PGA meetings and workshops, composing correspondence on behalf of the PGA/Police Council.
• Documenting and preserving PGA/Police Council motions.
• Updating addresses, contact information, and Board and other Manuals, etc. for the PGA members and Police Council.
• Coordinating training sessions.
• Maintaining confidentiality in all aspects with respect to external legal information
surrounding confidential matters impacting on the Service, and, as the Executive Assistant to the PGA the position has exclusive confidential information as it relates to members of management under circumstances where management is excluded from the discussion.
• Preparing all travel arrangements for the SMT including flights, hotels, rental vehicles and the completion of travel expense submissions.
• Preparing the necessary travel arrangements for other members of the service as directed.
• Organizing meetings for the Senior Management Team, including recording, typing and distributing minutes.
• Maintaining APS files/records, including files of the Director of Corporate Services and not including HR files.
• Updating amendments to policies and procedures.
• Performing other duties as assigned by either the Police Chief, Director of Corporate Services or the PGA Board Chair.

Qualifications and Basic Requirements to qualify for an interview include:
An individual who is a highly self-motivated, professional, with the capability of managing a varied, complex and demanding work load and prioritizing tasks in a fast-paced environment.

Education & Experience:
° Minimum one year diploma as Executive or Administrative Assistant
° College or university degree in Business Administration an asset
° Minimum five years’ experience in a position providing executive administrative services to a senior executive or Board
° Experience working in a policing environment is an asset
° Knowledge and sensitivity of traditional customs and culture

Additional skills and attributes:
° Excellent computer skills including MS Office, Internet, knowledge and ability to utilize social media
° Experience working with websites is an asset
° Knowledge of composition, spelling, and grammar to transcribe data correctly
° Must be bondable
° Extensive knowledge in general office procedures
° Exceptional verbal, written communication, and interpersonal skills
° Organized, accurate, and efficient with an ability to work efficiently and accurately in a fast-paced environment
° Ability to prioritize, multi-task, and meet deadlines
° Ability to work independently, collaboratively, and in a team environment
° Good analytical skills
° Ability to problem solve and exercise good judgement
° Ability to take direction with an understanding of the chain of command
° Good public relation skills
° Ability to cope with difficult situations
° Ability to maintain confidentiality is mandatory
° Must be of good moral character with no criminal record
° Possess a valid Ontario Driver’s license
° Ability to travel as needed

TERMS OF EMPLOYMENT
This position is a permanent position subject to probationary standard probationary performance requirements.

SALARY: As per APS Salary scale.

DEADLINE:

Please forward an A.P.S. application for employment form, and resume
with references, no later than June 24, 2020, at 4:00 PM.
Forward to:
Charla Souliere, HR Administrator
Anishinabek Police Service
1436 Hwy. 17 East
Garden River, Ontario
P6A 6Z1
Fax No. 705-946-2859
Or
Email to: csouliere@apscops.org