Executive Assistant

As a key member of the NCIME team, the Executive Assistant will provide comprehensive support to the NCIME Chief Executive Officer and the Board of Directors. Reporting to the CEO, the incumbent is an excellent problem solver who excels at communication, organisation, and planning. The Executive Assistant will play a key role in meeting NCIME’s goals and upholding our Indigenous governance principles.

Job Summary:

As a key member of the NCIME team, the Executive Assistant will provide comprehensive support to the NCIME Chief Executive Officer and the Board of Directors. Reporting to the CEO, the incumbent is an excellent problem solver who excels at communication, organisation, and planning. The Executive Assistant will play a key role in meeting NCIME’s goals and upholding our Indigenous governance principles.

Role Responsibilities:

• Serve as the primary point of contact between the CEO and internal/external stakeholders;

• Answer email inquiries and relay messages to the CEO;

• Manage calendars, schedule meetings and coordinate travel;

• Prepare reports and presentations with accuracy and professionalism;

• Anticipate executive needs proactively;

• Organize and prioritize incoming requests;

• Handle confidential information with a high level of discretion;

• Monitor project deadlines and follow up on action items to keep things on schedule;

• Handle all team communications and events;

• Perform general administrative duties, such as filing documents and reporting;

• Plan company off-sites and executive retreats;

• Complete any additional assigned projects;

• Willing to travel occasionally and work flexible hours to meet deadlines, as required; and

• Other duties as assigned.

Direct Reports:

• None

What you’ll need to be successful in the role (essential qualifications):

• A degree in Business Administration, Office Administration or Communications;

• Five years of experience in an administrative role that reports to executive management;

• Demonstrated experience in a virtual office environment;

• Proficiency in Microsoft Office, including Word, Excel, Planner, SharePoint and Outlook;

• Strong written and communication skills;

• Ability to multitask in a fast-paced, multi-time zone environment;

• Demonstrated experience in providing advice and support to senior management;

• Flexible team player.

Nice to have:

• Bilingual in English and an Indigenous language or French;

• Experience in event planning and/or hospitality;

• Certified Administrative Professional (CAP) or Certified Executive Assistant (CEA) certification.

Core competencies of all NCIME team members (essential):

• Integrity: The NCIME will operate with the integrity of our ancestors in all aspects of our work and relationships, and with the best interest and support for Indigenous medical students and residents.

• Accountability: The NCIME will be transparent in all our work, relationships, and reporting. NCIME acknowledges the responsibility we carry towards education for culturally safe health care delivery for First Nations, Inuit and Métis Peoples.

• Leadership: Leadership within NCIME is understood as the acknowledgement and support of the Indigenous leaders in medical education that form the Executive Committee as the rightful leadership and decision-makers. The leadership of NCIME respects the guidance provided by the Elders and Knowledge Keepers Circle.

• Collaboration: The NCIME, through its purposeful design, recognizes and respects the importance of collaboration among and between Indigenous and non-Indigenous leadership and organizations in medical education. These collaborations are unique and pivotal in fulfilling our mandate. The collaboration includes both partners and external stakeholders from diverse communities, organizations, associations, and Canadian medical schools.

Working Environment:

While fulfilling job responsibilities, this role requires flexibility to work in different environments, including a remote home office setup, occasional travel, and participation in in-person meetings. Due to these demands, the employee will typically engage in the following activities:

• Extended periods of sitting, often at a computer workstation.

• Flexibility in work hours, including the potential for occasional overtime, to meet project deadlines, especially when coordinating with different time zones or during travel.

Accessible Participation:

Preference will be given to self-identified Indigenous applicants with demonstrated connections and commitment to advancing Indigenous health or Indigenous medical education. Non-Indigenous applicants who possess the requisite experience and skills and have prior experience working with Indigenous communities, organizations and individuals are also encouraged to apply.

The NCIME is committed to the principles of equity, diversity, inclusion and belongingness in our operations and throughout our work environments and seek to employ individuals who share a commitment to promote and practice these principles through continuous training, modelling inclusive behaviours, and proactively managing biases.