Sr. Executive Assistant

Please note: This job posting will close on February 9, 2026, at 5 PM and this posting is for an existing vacancy.

Objective: 

To provide administrative and scheduling support to Executive Director that requires greater sensitivity to time and more finesse, as well as ensuring administrative support requirements are met.  

Key Deliverables: 

• Ensuring that the ED's day-to-day calendar, activities and administrations are facilitated efficiently, effectively and in a timely manner; and
• Ensuring administrative processes are aligned with OFIFC's long-range strategic    

Key Responsibilities: 

Executive Support (50%): 

• Manage professional and personal scheduling for ED, including agendas, mail, email, phone calls, and other company logistics 
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives 
• Drafts, prepares, formats, and distributes a variety of Word documents, spreadsheets, and presentations as required; 
• Ensures that the ED be kept aware of schedules, meetings, appointments, and that required materials are provided; 
• Ensures appropriate follow-up on tasks and assignments delegated by the ED; 
• Schedules, coordinates, reconciles, and sets up internal/external meeting room logistics involving senior-level executives and/or Government Officials; 
• Attends meetings as required and ensures that agendas and other meeting materials are prepared; 
• Updates and maintains electronic databases (contact lists, ED assigned work) and ED Outlook calendar; 
• Assists ED in the management of issues/files by ensuring issues are tracked, priority access assigned, and time management pressures are addressed; 
• Answers basic enquiries, including incoming and outgoing telephone/email communications, screens calls, assists callers and redirects calls as necessary; 
• Coordinates ED's travel and meeting logistics (includes registrations, reconciliations, materials, hotels, caterers, flights, transfers, etc.); 
• Files ED correspondence in accordance with OFIFC's Records Management program; 
• Retrieves filed documents in a timely manner when requested; 
• Researches, obtains quotes, purchases, and maintains OFIFC promotional materials; 

Administrative Support & Team Supervision (30%) 

• Provide day-to-day leadership and supervision to the administrative team, ensuring coordinated, respectful, and effective support for the Executive Director, Executive Leadership, and OFIFC operations 
• Support the recruitment, onboarding, orientation, and training of administrative staff, in collaboration with Human Resources, and in alignment with OFIFC policies and values 
• Contribute to performance management processes, including work planning, coaching, feedback, and performance reviews for administrative staff 
• Foster a culturally safe, inclusive, and respectful workplace that reflects Indigenous values, relationship-building, and community accountability 
• Support positive employee relations within the administrative team, addressing routine matters and escalating complex or sensitive issues to Human Resources as appropriate 
• Ensure administrative practices comply with OFIFC policies, applicable legislation, and any collective agreements or funding requirements 
• Coordinate administrative workloads and priorities to support province-wide programs, meetings, and governance functions 
• Identify opportunities to strengthen administrative systems, workflows, and capacity to better support Friendship Centres and OFIFC leadership 
• Support change management initiatives affecting administrative and executive support functions 

OFIFC Board of Directors Administrative Support (20%): 

• Assists Board members with hotel and travel logistics; 
• Attends Board meetings and Board committee meetings providing administrative and technical support including meeting minutes, preparation, and distribution of records and that follow up occurs as directed; 

Education/Work Experience: 

• College Diploma in Office administration, business/public/legal administration or equivalent field, over 5, up to and including 7 years of experience including senior executive administrative experience 
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior executives 
• Experience in overseeing budgets and expenses 
• Experience in developing internal processes and filing systems 
• Experience working in an Indigenous organisation is considered an   

Behavioural Competencies: 

• Attention to detail 
• Confidentiality & Dependability  
• Proactive& Takes Initiative 
• Planning & Organizing 
• Judgment & Decision Making 
• Effective Team Player 

Technical Competencies: 

• Outstanding organisational skills (includes time, space and task management) 
• Excellent communication skills (including listening, oral, written and telephone/email) 
• High proficiency in Microsoft Office Suite (Word, Excel, Access, Outlook, etc.) 
• Proficiency with office equipment (computer, fax, photocopier, scanner, etc.  

What we offer:

• Culture-based organization
• Registered Pension Plan - Employer Matching
• Hiring Range: $80,000 - $84,400
• Full Pay Range: $80,000 - $98,000
• Comprehensive Health benefits after the probationary period including Health Care Spending Account & Lifestyle Spending Account (100% Employer paid)

The OFIFC is committed to building a skilled and diverse workforce; we promote employment equity and encourage applicants to indicate if you belong to one of the four designated employment equity groups Women, Indigenous peoples, Persons with disabilities, or Members of visible minorities when you apply. 

Preference will be given to qualified Turtle Island Indigenous people including members of First Nations, Inuit and Métis (recognized by the Metis National Council).  Applicants claiming Indigenous ancestry will be required to provide supporting documentation to substantiate their claim.

Accommodation:

The OFIFC is committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs.

Candidates who participate in an interview will be informed of the outcome of their candidacy within 45 days following their final interview.

OFIFC does not use artificial intelligence or automated decision-making tools in the screening or selection of candidates for this position.

Pre-screen Interviews are scheduled to start February , 2026.

Formal interviews are scheduled to take place February , 2026.