Executive Assistant

Location:  Ottawa – Eligible for Hybrid Work Arrangements (2-3 days per week in office plus events)  Must live in the Ottawa or surrounding areas or willing to relocate at own cost.
Status: Full-time, indeterminate
Language Requirement: English essential; Inuktut highly desirable; French is an asset
Job Essentials:  Experience working with a Board of Directors; Arranging Travel and Managing the Executive Agenda

About us:

Pauktuutit Inuit Women of Canada (Pauktuutit) is the national representative organization of Inuit women in Canada. Our mission is to foster a greater awareness of the needs of Inuit women and create change to advance women’s full social, economic, and cultural participation in communities in Inuit Nunangat, as well as cities across Canada where Inuit live.   

Pauktuutit, as the national voice of Inuit women in Canada, has a key role to play in ensuring a gender-equality lens in policies impacting Inuit Women and in promoting greater progress in priority areas for Inuit women and children, across health and well-being, violence, and abuse prevention – safety, and socio-economic development. Our ability to do so depends heavily on partnerships across government departments, key funders, Inuit community groups and other stakeholder organizations.

The Opportunity:

We are a strong team of individuals who work to improve the quality of life for all Inuit women.  By choosing Pauktuutit, you are taking an active role in changing the lives of Inuit.  Likewise, Pauktuutit recognizes your value and is dedicated to supporting you and creating environments that fit our employees’ diverse lifestyles. This includes benefits and rewards such as supplementary Health and Dental benefits; Cell Phone and Internet allowance, or when we are in office, allowance for public transportation. We value your time and in addition to paid vacation, personal wellbeing days, and recognition of public holidays, we celebrate holidays that recognize women and Indigenous people. 

Our main office is in Ottawa, Ontario, however, Pauktuutit believes strongly in providing a flexible work environment that embraces hybrid and remote options as critical to the future of work.  

The Executive Assistant provides executive support and serves as the primary point of contact Pauktuutit and the Executive Director and COO. Provides a full range of support to the Executive Director and Chief Operating Officer (COO) and additional support for directors to enable leadership of the organization, and staff engagement.  The role also functions as support for the President and the Board of Directors on all matters pertaining to the President and provides administrative support to the Board President, Board of Directors, and Committees. 

Responsibilities will include:

Executive Support

  • Organize & manage the schedules for the Executive Director and COO including booking meetings, contacting participants, booking rooms, etc. Ensure that all items critical to the business are prioritized within the calendar
  • Coordinate Pauktuutit communications on behalf of the Executive Director and COO, including taking calls, responding to emails, and interfacing with clients; Communicates with Staff on behalf of the Executive Director and COO
  • Assists the Executive Director and COO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings
  • Manage information flow and follow up on items requiring an action for the Executive Director; Keep the ED and COO informed of priorities and commitments. 
  • Coordinates with the Board Liaison to support the Executive Director and COO in preparation for board meetings; maintain and track progress on action register that has the Executive Director and/or COO as prime for action.
  • Assist Executive Director in liaising with national, regional Inuit organization and other agencies.
  • Support the Executive Director in Building and Sustaining partnerships and relationships with other Inuit organizations, communities, and services. 
  • Coordinates the agenda of senior management meetings. Gathers, co-ordinates and/or prepares the necessary information, materials (presentations, reports, etc.) and resources for meetings and events; and coordinates logistics both internally and externally; Prepares an account of the meetings and designates and follows up on assigned action items; Collaborates with the Board Liaison to coordinate meetings between the ED, COO, and the Board 
  • Uphold a strict level of confidentiality; Develop and sustain a level of professionalism among staff and stakeholders
  • Planning annual retreat and staff bonding activities throughout the year

Board Support

  • Supports Board activities including include coordinating Board meetings
  • Coordinates and arrange travel and accommodation and expense reports for the Board, AGM delegates 
  • Meeting and Event Coordination
  • Maintain records of biographies of the Board of Directors; Maintain contact information of Pauktuutit members (Board and Delegates); maintain board demographics, including tenure, appointments, etc.


  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Ability to work independently and with professional discretion; Focused, positive attitude, flexible, and proactive
  • Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Project management and problem-solving skills with impeccable multi-tasking abilities
  • Solution orientation- Ability to conduct research and present data in a succinct and well-written manner; take ownership of requests; tailor solution to the situation; be timely in follow-up; resourceful in info gathering and research
  • Excellent writing, editing, grammatical, organizational skills
  • Ability to work with a broad range of people ranging from External Stakeholders, Senior Management and Pauktuutit Staff
  • Solution orientation- Ability to conduct research and present data in a succinct and well-written manner; take ownership of requests; tailor solution to the situation; be timely in follow-up; resourceful in info gathering and research
  • Technology savvy with Proficiency in Windows, including MS Word, EXCEL, and PowerPoint 
  • Post-secondary education or diploma in sociology, women’s studies, political science, or another relevant major; or equivalent combination of work experience and education is desired
  • Minimum of 5 years of experience in a similar or equivalent role supporting senior management team(S)
  • Experience working with Inuit; and knowledge of the current political, social, and economic conditions of Inuit are highly desirable.

Your Candidacy:

Pauktuutit is an equal opportunity employer, with policies and practices intended to build an inclusive, accessible, and respectful work environment. We strongly encourage applications from Inuit and other Indigenous people. All qualified applicants will receive consideration for employment without regard to age, ancestry, color, gender identity or expression, physical or mental disability, political affiliation, race, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable laws, and regulations. 

We are committed to accommodating individuals with disabilities throughout the recruitment process. If you require accommodations, please indicate so in your application.  

How to apply:

Please include a cover letter with your resume and send them to https://pauktuutit.bamboohr.com/careers/26

We thank all applicants for their interest in Pauktuutit; however, only those selected for an interview will be contacted.

Join our team today and make a difference for the future of Inuit women.

More Information

Status: Full-time, indeterminate
Location: Ottawa – Eligible for Hybrid Work Arrangements (2-3 days per week in office plus events)
Language Requirement: English essential; Inuktut highly desirable; French is an asset