Details
Job term: Temporary FT (January 2025 – November 7th 2025)
Hours: 35 hours per week
Location: Canada, remote
Compensation: $64,169 to $75,069
Requirements:
- 2+ years administrative experience
- Experience working with a Board of Directors
- Travel across Canada, including to remote regions will be required
Closing Date: Dec 2, 2024
Who We Are
Founded in 2008, Indigenous Youth Roots s a national Indigenous youth-led organization. We envision a future where Indigenous youth are empowered and connected as dynamic leaders in vibrant and thriving communities. We collaborate with communities to provide programs, grants and opportunities that are grounded in Indigenous ways of knowing and being and designed to strengthen and amplify the voices of Indigenous youth. Centering Indigenous youth perspectives, we have 7 deeply held principles that guide us in our work and the way in which we relate to each other.
- Reciprocity
- Innovation
- Accountability
- Reclamation
- Advocacy
- Resurgence
- Solidarity
IYR is a workplace that puts its employees and community first. We are a living wage employer and believe in prioritizing a healthy work-life balance. We provide opportunities for flexible working hours, time off for ceremony and other life responsibilities and we actively respond to the accessibility needs of those who work with us. We are a results-oriented working environment, choosing to focus on achieving objectives, rather than promoting the status quo.
Purpose of Position
Reporting to the Executive Director or designate, the Executive Assistant will provide high-level administrative support, to the Executive Director or designate, and occasionally the Board of Directors. This role involves managing schedules, coordinating meetings, preparing reports, and handling confidential information with discretion. The Executive Assistant will contribute to fostering a positive work environment in alignment with the organization’s values and guiding principles.
Summary of Duties and Responsibilities
Administration
- Prepare reports and metrics to support decision-making and strategic planning for the Executive Director or designate.
- Serve as a liaison to the Board of Directors for scheduling meetings and preparing materials.
- Responsible for minute-taking during meetings and ensure timely distribution to the relevant members.
- Support other tasks assigned by the board.
- Provide support to Human Resources and Operations team as required.
General Support and Process Improvement
- Respond to routine inquiries via phone and email, directing more complex queries to the appropriate team members.
- Assist with administrative tasks such as booking travel and coordinating expense processing.
- Prepare and edit correspondence, reports, presentations, and other documents as required.
- Draft and distribute internal communications when required.
Meeting Coordination
- Schedule and coordinate meetings, including arranging logistics such as venues, equipment, and catering if necessary.
- Prepare meeting agendas, take minutes, and follow up on action items to ensure timely completion.
- Manage and track RSVP responses for events and meetings.
Project Support
- Assist the Executive Director or designate with special projects, including research, data collection, and analysis.
- Coordinate with other departments and external partners on initiatives and projects.
Community Engagement
- Uphold and promote the organization’s cultural values and guiding principles in all IYR practices.
- Engage with the Indigenous community and support initiatives that strengthen relationships and collaboration.
Health, Safety & Wellness
- All employees are required to carry out their duties in a manner that does not adversely affect their own health and safety and that of others by reporting all potential hazards; and all incidents and injuries; as well as co-operating with any measures introduced in the workplace to improve OH&S
Other
- Maintain high ethical standards and demonstrate integrity, honesty, and trustworthiness in all endeavours and communications.
- Support and participate in all IYR staff, department and team meetings.
- Participate in external and internal committees, working groups or projects as required.
- Undertake other duties as assigned.
The above statements are the general functions of the position and should not be interpreted as a detailed description of all the work requirements that may pertain to the job. Job descriptions may be updated from time to time.
Who you are
- A problem solver with a solution focused mindset: roadblocks and unforeseen issues don’t typically phase you and you are able to provide a variety of workable solutions when they come up.
- Technologically savvy: you come with a knowledge of computer software, primarily Microsoft Office (Word, Excel, Powerpoint), Adobe Reader & PDF Editor. When introduced to a new program can pick it up quite easily and use the resources available to learn how to best use it.
- Aware of all the details of a task: Not only is the attention to detail and accuracy highly important but you don’t overlook the big picture when preparing initial documents for contracts/projects.
- Well organized & flexible: You like to be prepared and have organized systems for sharing information but don’t get caught up in deviating or adjusting your work when needed.
- Supportive and communicative: you take care of the small things so IYR’s Executive Team can focus on the task at hand. You know when to go for help or make the decision yourself.
- You can keep confidentiality and are responsible: You have a high level of confidentiality as you will have access to high level documents and communications.
Compensation
- Salary: $64,169 – $75,069
- Vacation: 4% of income additionally as vacation pay
Application Method
As a part of your expression of interest, please provide a cover letter that introduces yourself and share your passion for working alongside youth (especially youth in Indigenous, racialized, and newcomer communities) and highlights how your qualifications align with this role.
Indigenous Youth Roots is committed to equitable representation and access. Candidates from Indigenous, racialized, 2SLGBTQ+, and other marginalized communities are encouraged to self-identify in the cover letter. IYR believes in barrier-free hiring practices. Please reach out to indicate how we can accommodate you.
You can submit a completed application (cover letter and résumé) through the IYR website. If you have any questions, you can contact Jesse Ridgley, Manager of Human Resources at Jridgley@indigenousyouthroots.ca
We encourage you to explore some of the work the IYR does to familiarize yourself prior to interviews: https://indigenousyouthroots.ca/
