Executive Administrative Coordinator

The First Nations Housing Professional Association (FNHPA) is a professional association committed to excellence in expanding housing management capacity for First Nations organizations. FNHPA is seeking a highly motivated, independent, organized, and dynamic individual who will effectively and professionally work with the FNHPA team, members, and external partners.

This Executive Administrative Coordinator will support the Executive Director with a multitude of tasks to ensure business activities are organized and efficiently and effectively executed. 

FNHPA offers a competitive salary, benefits, and pension contribution along with the opportunity to learn new skills and be involved in innovative and interesting projects. FNHPA is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Duties and Responsibilities:

• Prepare, modify and circulate documents including correspondence, reports, drafts, minutes, agendas, memos, and emails.
• Schedule and coordinate meetings (virtual and In-person), appointments, workshops, presentations, and travel for the Executive Director, Board, staff, and Committees.
• Establish, verify and complete travel claims for executives, board, staff, committees and others as required.
• Establish and maintain IT systems, policies, and procedures.
• Coordinate with IT team as required to troubleshoot and resolve IT related problems.
• Maintain existing relationships with external organizations and develop new relationships.
• Prepare and facilitate the onboarding process of new staff, board, executives, and committees.
• Establish and coordinate administrative policies and procedures for executives, committees, and boards of directors.
• Analyze and direct incoming and outgoing memoranda, submissions, and reports.
• Coordinate the preparation and submission of summary briefs and reports to executives, committees, and boards of directors.
• Conduct research, compile data, and prepare draft papers for consideration and presentation by executives, committees, and board of directors.
• Responds to general inquiries and prepares written responses to routine enquiries.
• Carries out general clerical duties including photocopying, fax, shipping, and mailing, and ensuring proper manual and electronic filing systems.
• Prepare, key in, edit and proofread, presentations and documentation from the Executive Director and Board members.
• Basic financial skills such as compiling receipts and invoices to send for approval.
• Review and coordinate the submission of invoices and expense claims to ensure payment.
• Coordinate and assist in the planning of the annual national conference and AGM.
• Answer telephone and electronic inquiries as well as relay telephone calls and messages.
• Responsible for corporate filing.
• Travel as required, including to the office on reserve to maintain filing and support the Executive Director.

* This term includes 2 months of training and 2 months of reintegration in addition to the 12-month maternity leave coverage with a possibility of extension.

Qualifications & Experience

If you have the required qualifications and experience and can fulfill the roles and responsibilities noted and would like to join a growing and dynamic organization with its energetic and motivated team, please forward your cover letter and resume by email to candace@fnhpa.ca to the attention of Candace Bennett, Executive Director.

Persons of First Nation ancestry will be given preference (s. 16(1) CHRA). Applicants are asked to identify Indian Status in their cover letter.

Applications will be accepted until August 18th, 2023, at 12:00 p.m., EST.  Only successful candidates will be contacted.

Thank you in advance for your interest in this opportunity.