Executive Assistant

Position: Executive Assistant
Company: PlanIt North Inc.
Location: Yellowknife, Northwest Territories

About the Opportunity

PlanIt North is searching for a highly motivated Executive Assistant to work at our Yellowknife office.

We work closely with community, regional and Indigenous governments and co-management boards in the NWT to assist in collective and complex decision-making regarding lands and waters, research, and stewardship. This includes managing a wide variety of projects related to strategic and operational planning, program development, stewardship and monitoring, evaluation, regulatory processes, policy, and more.

In recent years we have collaborated with our clients to:

• Support community-driven planning processes, including planning for strategic organizational development, land use, and human resources, as well as supporting and convening community and regional government-led program planning processes, such as management and operational planning.
• Participate in regulatory processes, including land and water permitting and environmental assessments wherein our clients typically hold Indigenous rights and title to affected lands and are responding to a proponent’s application.
• Provide services in proposal writing, project planning, implementation, management and reporting to fund and finance priority projects for clients, as well as managing project budgets and reporting.
• Facilitate program development, such as the development of Indigenous Guardians and/or related monitoring and stewardship programs.
• Communicate technical research and monitoring results in plain language and facilitate dialogue to interpret research results cross-culturally.

Job Description

The successful candidate will take on the role of Executive Assistant, supporting the PlanIt North team in a variety of administrative and general services. The successful candidate will perform a wide array of tasks, requiring flexibility, and adaptability. They will also work in collaboration with many team members, requiring excellent communication, organization and prioritization skills, as well as strong attention to detail. The Executive Assistant will provide administrative support services both internally, and occasionally to PlanIt North clients.

Responsibilities will include the following:

1. Assist the Business Manager, company Accountant, and senior managers with
   1. overseeing incoming and outgoing communications, including emails, phone calls, reports, and internal correspondence;
   2. overseeing calendars and schedules for all senior staff and acting as liaison for vendors, colleagues, clients, and customers, as needed;
   3. bookkeeping activities, including data entry and processing for payables, receivables, payroll, taxation, reconciliations, and other financial items;
   4. fiduciary compliance and reporting activities, including WSCC, Corporate Registries, insurers, financiers and banks, and other entities;
   5. organizing and maintaining paper and digital files and accessible filing systems related to finances, human resources and other compliance items, as well as active and archived project files;
   6. executing policies and procedures, including reviews, implementation and communication of policies to all team members;
   7. routine errands, including checking mail and minor banking activities;
   8. maintaining a high degree of discretion and confidentiality; and
   9. other general office tasks and errands, as needed.
2. Support the office and all team members with
   1. cleaning the office according to a daily, weekly and monthly schedule;
   2. organizing, monitoring and maintaining projects in project management systems;
   3. planning, research and communications to facilitate fulfilling the objectives of various projects, including, but not limited to, web and systems development;
   4. coordinating in-person and teleconference meetings or workshops, including meeting logistics, participant contacts and travel planning;
   5. coordinating purchases;
   6. taking notes during internal and client meetings or workshops;
   7. presenting mini-workshops or other internal opportunities for sharing knowledge;
   8. maintaining a tidy and clean office environment; and
   9. occasional tasks and errands, as needed.
3. Support clients with
   1. organizing, maintaining and monitoring inventory systems;
   2. note-taking;
   3. logistics coordination;
   4. year-end reporting for project funds;
   5. file management;
   6. other administrative tasks from time to time.
4. Complete other duties and responsibilities as required, from time to time, that are consistent with this position.

About you

You hold at least two years of experience providing diverse and complex administrative supports to an organization.

You can demonstrate experience working reliably in a professional setting.

You hold a relevant college diploma or undergraduate degree.

You are independent, highly motivated, and approach your work with dedication, energy and enthusiasm.

You have previously worked with highly sensitive, confidential and/or financial information and have a track record of professionalism, discretion and trustworthiness.

You can also demonstrate the following strengths:

• Exceptional attention to detail
• Proven communication and interpersonal skills
• Ability to conduct research and create reports or presentations
• Strong time management
• Strong interpersonal skills
• A positive attitude and strong work ethic
• Ability to learn quickly
• Ability to handle sensitive information with discretion
• Basic computer and office equipment skills, including comfort with computer software including Microsoft suite (word, excel, ppt)
• Ability to work in a fast-paced environment

Additional asset qualifications include:

• Experience with book-keeping and/or data entry
• Training in book-keeping and/or financial management
• A valid driver’s license

Work Distribution and Priorities

The diverse and challenging nature of this position requires multi-tasking and time management skills to prioritize several work commitments.

The successful candidate will be responsive and adaptive to the changing needs and priorities of the Employer, and proactively communicate with supervisors and team members to determine priorities and manage competing work tasks.

The position will report directly to the Business Manager and Principal.

About Us

PlanIt North is a Northern firm that works with clients – primarily in the Northwest Territories and Yukon – to build healthy, vibrant communities. We are a values-based company striving to create enabling work environments that both meet direct project objectives and support meaningful involvement of those who will be implementing plans in the long-term. We work to support positive change and make a difference.

We are a small team that works collaboratively and openly, and are committed to ensuring a positive and supportive work environment. We provide substantial flexibility to ensure working environments that are healthy for individuals and families, and we provide a comprehensive benefits package and support for continued professional development. We ensure that our staff are constantly challenged and supported in their working environments by partnering with several independent northern consultants as well as firms elsewhere in Canada to create strong and supportive teams.

You will have substantial opportunity to contribute to our small consultancy, as well as lead and benefit from the company’s development over time.

For applicants considering this opportunity from away, Yellowknife is a remarkable city – it is a culturally diverse, artistically active, young community with all the amenities of a capital city and unique access to wilderness. Those who appreciate nature and the outdoors, and particularly those who know how to make the most of a winter city, are likely to thrive here. Yellowknife’s “midnight sun” summer is also a unique experience with plenty of dry, warm and sunny days. For candidates already based in the NWT, remote work situations will be considered.

How to Apply

Visit our website (planitnorth.ca) for more information, and submit your resume and cover letter in PDF format to our Business Manager, Ben Russo, at: work@planitnorth.ca

Please mention you saw this at GoodWork.ca.

Preference may be given to qualified Indigenous candidates.

Application Deadline

Applications will be reviewed as they are received; applicants are encouraged to apply early. Applications will be accepted until May 8, 2025, or until the position is filled.

Compensation

PlanIt North team members working more than 20 hours per week receive a comprehensive health and benefits package after three months of employment.

A part-time position may be considered for a strong applicant seeking a part-time position.

Assistance finding affordable housing may be offered, if needed.

Salary will be commensurate with education, experience and demonstrated skills. Approximate salary range: $32.00–47.00 /hr ($62,520- 91,826/yr).