Executive Assistant - Human Resources

About the Organization: The Barrie Area Native Advisory Circle (BANAC) is an Indigenous governed, Indigenous led regional social planning and development organization. The BANAC service region now covers Simcoe County, Muskoka, and York region. BANAC works in cooperation with Indigenous communities and non-Indigenous organizations to address community-identified priorities through coordinated planning, implementation and evaluation. BANAC has a mandate to support the continued promotion of Indigenous lifelong learning and community wellness through self-determination and community participation. BANAC offers many innovative programs and services including Aging Well Senior Supports, Bebminot Family Wellness, the Biinoojinsauk Child Care Centre, Maapii Enjii Zaagi Gaazwad and the Mamaway Wiidokdaadwin Indigenous Interprofessional Primary Care Team. Mamaway Wiidokdaadwin offers a wholistic approach to wellness that includes traditional healing practices in primary care, community clinics, addiction and recovery services, counselling programs, midwifery, land-based healing programs, and community health promotion. About the Role: This position operates within an Indigenous-led and Indigenous-governed organization that is accountable to the communities it serves. Work is grounded in the principle of Indigenous Health in Indigenous Hands, ensuring that all programs and services are developed, delivered, and evaluated under Indigenous governance structures and community direction. In alignment with Indigenous and provincial standards, the organization upholds excellence in care, accountability, and compliance while centering on Indigenous knowledge systems, cultural safety, and self-determination in health and social service deliverables. All employees are required to participate in organizational Indigenous Cultural Safety training and to engage in ongoing reflexive practices as part of their professional development. This includes a commitment to examining personal and systemic biases, deepening understanding of Indigenous histories and experiences, and ensuring that service delivery aligns with the values of respect, reciprocity, and wholism that guide the organization’s work. This position is being posted in response to an existing vacancy at the Barrie Area Native Advisory Circle. This position is a full-time fixed term contract for 1 year. ROLE DESCRIPTION: The Executive Assistant – Human Resources plays a key role in document management, supporting meeting functions, all while fostering collaboration and maintaining professional relationships with internal and external stakeholders by providing crucial administrative support for daily HR operations. The incumbent will handle all departmental administrative support needs including but not limited to maintaining employee records, meeting scheduling and acting as a contact for employee inquiries, all while ensuring confidentiality and accuracy in handling sensitive data. The Executive Assistant – Human Resources will be essential in ensuring smooth HR workflows for BANAC and reporting directly to the Director of Human Resources. ROLE RESPONSIBLITIES: Provides administrative support in the areas of employee relations, performance management and Human Resources special projects as assigned. Updates and electronically tracks employment movements such as promotions, transfers, and exits. Prepares employee letters including employment verification and other employee documentations as required. Responsible for coordinating arrival experiences for all new hires. Assists with the preparation of employee training including documentation, resources, set up and support. Prepares, edits, formats reports, presentations and policies as appropriate. Ensures all employee documents are saved and organized uploaded within BANAC’s internal electronic filing systems. Assists with BANAC’s employee performance management process, document tracking and filing while ensuring timelines are met. Responsible for ensuring confidentiality and accuracy of all HR related documents. Tracks and audits employee professional licenses/accreditations are valid and up to date, including but not limited to Ontario Driver’s Licenses. Complies with all safety regulations of assigned tasks and ensures a clean and safe working environment with active participation in all organizational health and safety programs and initiatives. Provides exceptional customer service to all employees in a timely and professional manner. What You Bring: A minimum of 3 years of professional administrative experience preferred. Strong verbal and written communication skills. Strong organizational skills. Detail-oriented and works with a high degree of accuracy. Must be computer literate with previous professional experience with Adobe PDF, M365 applications (excel specifically), including SharePoint and Teams. Certificate or diploma in Office Administration and / or Business Management or a related discipline preferred. Ability to attend all BANAC worksite locations is required. Remote work will require a dedicated, quiet, and ergonomic home office setup free from distractions for the entire scheduled workday. Valid Class G Ontario Driver’s License is required. An up-to-date clear Vulnerable Sector Check is required. KNOWLEDGE and SKILLS: To perform this job successfully, the incumbent must be able to work in a fast paced and evolving work environment. Adaptability and a positive attitude. Strong interpersonal skills. Ability to work independently within the discretion of the position, with support from the Director of Human Resources. Perform well in fast paced environments with the ability to handle sensitive matters with professionalism. Proven ability to complete tasks with a high level of detail quickly and accurately. High emotional intelligence with excellent customer service skills. Performs assigned tasks with a high level of understanding for discretion and urgency. What We Offer: Our work is accountable to Indigenous communities, guided by relationships, knowledge, and practices that shape how we serve and learn together. Joining the BANAC team means contributing to work that is community-driven, relational and grounded in Indigenous values of respect, reciprocity, and wholism. We work alongside community members, Indigenous organizations and the broader community to ensure our programs reflect the voices and strengths of those we serve. Our full-time permanent employees enjoy a generous group health benefits package, participation in HOOPP, enrollment in our Employee Assistance Program, paid time off, cultural leave days, extended holidays, professional training opportunities and the opportunity to work in a dynamic community-based supportive work environment. PHYSICAL DEMANDS AND WORKING CONDITIONS: Work is typically performed in BANAC clinics, offices and / or in community settings. Regular travel to meetings and communities is required; access to a personal vehicle is required. Reliable Vehicle – Regional Travel Required. Regular overtime work may be required from time to time. Low to moderate exposure to noise in the work environment. Regular exposure to a moderate level of tension and anxiety due to deadlines, competing political pressures, and the competing needs and demands for limited resources. BANAC work site locations are periodically exposed to smoke due to the burning of sacred medicines: tobacco, sweet grass, sage and / or cedar. All pertinent employment conditions are specified within the employment agreement with BANAC and include the following: Ability to attend all BANAC worksite locations is required Valid Class G Ontario Driver’s License is required An up-to-date clear Vulnerable Sector Check is required An up-to-date clear TST result Applying to this Job: To further promote our accountability to the Indigenous communities we serve and to ensure services align with the values of respect, reciprocity, and wholism that guide the organization’s work, preference will be given to candidates of Indigenous ancestry. BANAC strongly encourages applicants to self-identify within the application process. Please apply directly on the Barrie Area Native Advisory Circle careers site at . Barrie Area Native Advisory Circle is committed to providing accessible employment practices that are compliant with the Accessibility for Ontarians with Disabilities Act. If you require accommodation for disability during any stage of the recruitment process, please advise the Human Resources Department at: . Please note that the Barrie Area Native Advisory Circle (BANAC) uses BambooHR as part of its recruitment and selection process. While BANAC incorporates select AI features to enhance process efficiency, BANAC remains committed to human-led decision making. BANAC recognizes that AI is not perfect, as a result all AI-generated outputs are subject to human review to ensure accuracy, inclusiveness and equitable hiring practices. At BANAC, our goal is to use technology to support, not replace, thoughtful human decision making in recruitment and hiring. DISCLAIMER: This job posting indicates the general scope and level of work expected. It is not designed to cover or contain a comprehensive listing of all activities, duties and / or responsibilities that will be required by the incumbent. The selected incumbent may be asked to perform other duties as required to support business needs.