JOB POSTING

Executive Assistant in Negotiations –

Apitipi Anicinapek Nation

POSITION: EXECUTIVE ASSISTANT OF NEGOTIATIONS AND APITIPI RESOURCES LP

Location: Apitipi Anicinapek Nation (Hybrid Work)

About the Role:

Apitipi Anicinapek Nation, a prominent entity in the mining industry, seeks a skilled Executive Assistant to support our Director of Negotiations and Contract Management and President of the band owned economic development corporation, Apitipi Resources Limited Partnership (“ARLP"). This role includes collaboration with an advisory team, comprising legal, consulting, environmental, and various analysts, and necessitates adaptability in dynamic environments. The position offers a hybrid work arrangement, with an office located in Timmins for on-site duties and provides allowance for travel to Apitipi Anicinapek Nation.

Key Responsibilities

• Systems and Process Management: Create Standard Operating Procedures to align with Apitipi Anicinapek Nation’s policies and procedures, measure them and identify areas for improvement and efficiency.
• Collaboration: Work directly with the Director and President of ARLP and advisory team, including legal, consulting, environmental, and various analysts.
• Correspondence Management: Handle communications between negotiation parties and the internal AAN team.
• Travel and Time Management: Maintain the Director’s and President’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Meeting Organization: Book meeting space and prepare and distribute relevant documents for various meetings.
• Meeting Participation: Attend and contribute to meetings and negotiations.
• Invoice Processing and Expense Management: Oversee invoice processing and manage expenses of Director, President, and relevant AAN personnel on occasion.
• Minute Taking and Correspondence Drafting: Document negotiation sessions, when required, and draft external communications and follow-ups as required.
• Calendar Management: Organize the Director/Presidents schedule and keep the Director and President advised of time-sensitive and priority issues, ensuring appropriate follow-up. Sort and triage emails and time sensitive issues.
• File and Data Management: Maintain and organize relevant data and documents in folder system online; create hardcopy for each file and organize data for the Director’s files and ARLP.
• Budgeting and Expense Oversight: Assist in financial planning and expense tracking for all relevant files.
• Dynamic Environment Adaptability: Operate effectively in changing and fast-paced settings with adherence to deadlines and timeline procedures of various agreements working independently and part of the team.
• Establish Regular Internal Meetings: establish touch-base meetings between Director, President and advisors and/or AAN Chief and Council as necessary.
• Prepare Documentation for Chief and Council Meetings: work with Director and President on preparation of presentations and supporting documentation for meetings.
• Create rules for Outlook and organize email inbox.
• Utilization of Apps: utilize various apps and their function to administrative processes ie. Doodle Poll, Microsoft Teams
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or members of the AAN and ARLP team as needed.

Qualifications and Skills

-       Five (5) years work experience

-       Professional Discretion

-       Gatekeeping and Negotiation Skills (i.e. Director and President’s’s time…)

-       General Resourcefulness

-       Smart Multitasking

-       Experience in administrative roles, ideally in the mining industry or related sectors.

-       Strong Written Communication skills

-       Strong organizational skills and multitasking ability

-       Excellent communication skills

-       Proficiency in office software and tools.

-       Capability to work both independently and collaboratively.

-       Understanding of negotiation processes in the mining industry is considered an asset.

-       Understanding of relevant laws and regulations in the mining industry is an asset.

-       Strong community relation skills

-       General understanding of current First Nation issues in the mining industry and various issues affecting First Nations in Canada

-       Proactive and Anticipate needs.

-       Driver’s license

-       Strategic Thinking

-       Composure Under Pressure

Employment Type: Full-Time

How to Apply:

Submit your resume and cover letter by April 15, 2024, to hr@apitipi.ca and negotiator@apitipi.ca detailing your suitability for this role.

Apitipi Anicinapek Nation is committed to workplace diversity and is an equal-opportunity employer. We welcome all qualified candidates to apply, however priority will be given to AAN community members should they be successful.

We are excited to offer this opportunity to be an integral part of our negotiation team in the mining industry. Your application is eagerly awaited!

Closing Date : April 30, 2025