EXECUTIVE ASSISANT, INDIGENOUS BAR ASSOCIATION

About Us

The Indigenous Bar Association in Canada (the “IBA”) is the national association of Indigenous (First Nation, Métis, and Inuit) lawyers (practicing and non-practicing), legal academics and scholars, articling clerks and law students, including graduate and post-graduate law students and paralegals in Canada. The IBA’s objectives, among other things, include:

• advocating for the recognition of Indigenous laws, legal traditions, protocols and processes;

• promoting the reform of policies and laws affecting Indigenous peoples in Canada; and

• fostering public awareness within the legal community in respect of legal and social issues of concern to Indigenous peoples in Canada.

For more information about the IBA please visit: www.indigenousbar.ca

Job Description

The IBA is seeking an Executive Assistant (fully remote, 35-50 hours/month) to assist with the organization and operational needs of the IBA and support the IBA Board of Directors (the “Board”) to advance the IBA’s goals and objectives, including during the IBA annual conference (October 16-18, 2025).

The Executive Assistant will provide support to the Board in preparing for and organizing Board meetings (monthly), including preparing agendas, compiling materials, taking minutes at meetings, and recording action items / undertakings. In addition, the role will also involve managing correspondence addressed to the IBA, drafting press releases, overseeing and managing various project-specific deadlines, and assisting with the planning and organizing of the IBA annual conference and annual general meeting (“AGM”) held in October each year.

The ideal candidate will be self-motivated, highly organized and detail-oriented individual, who is committed to providing culturally sensitive administrative support to the Board and IBA members, all of whom are Indigenous.

Key Responsibilities

• Attending monthly Board meetings (usually 2-3 hours / month, from 6-9 pm Eastern Time);

• Preparing, compiling, and delivering agendas, meeting minutes, materials, and undertakings from Board meetings;

• Organizing and maintaining an electronic filing system of IBA materials, including reports, membership information, funding agreements, etc.;

• Drafting and preparing press releases, letters, and managing correspondence addressed to the IBA, including reviewing drafts for formatting, spelling, and grammar;

• Overseeing updates to the IBA website, including assisting with the development of a members portal, uploading reports, press releases, and other information to the website or IBA social media accounts, as directed by the Board;

• Developing and managing a calendar of various project or reporting deadlines, including pro-actively identifying upcoming deadlines for the Board’s response;

• Assisting with fundraising initiatives, including coordinating distribution of sponsorship information, identifying potential grant opportunities, and working with the IBA Treasurer on budgetary reporting matters;

• Assisting with the scheduling of IBA committee meetings, including preparing agendas, meeting minutes, and undertakings;

• Attending and providing support for the IBA annual conference, including:

• Attending the IBA annual conference to provide full-time logistical support to the Board leading up to, during, and following the conference (October 16-18, 2025 in Vancouver, travel and accommodation costs would be paid for by the IBA);

• Managing correspondence with various conference-related contractors, including hotel/venue, caterers, vendors, speakers, cultural presenters including Elders and Indigenous Knowledge Holders;

• Overseeing, with the Board’s direction, the development and distribution of conference agendas, materials, annual report and materials for the AGM; and

• Coordinating and scheduling conference planning meetings with speakers and Board members, particularly during the months of August, September, and October;

• And such other administrative tasks as may be required by the Board.

Qualifications

• At least 5 years experience in an administrative, executive, or legal assistant role

• Must have own computer, phone, and workspace

• Familiarity with Google Workspace, Microsoft Office (including excel and word), and Zoom

• Knowledge of social media and familiarity with posting materials or content on professional social media accounts (e.g., linkedin, Instagram, twitter, etc.)

• Experience in organizing or support large events or events management is an asset

• Excellent written communication skills

• Strong attention to detail

• Exceptional organizational and project management skills

• Demonstrated ability to work independently without supervision

• Strong Analytical and critical thinking skills

• Ability to work flexible hours, including evenings and weekends

• Exemplary ethics and professionalism

Details

• This is a contract position, not an employee role. The successful candidate will work as an independent contractor, responsible for managing their own taxes and benefits.

• The position is fully remote.

• Anticipated time commitment is approximately 35-50 hours/month, increasing leading up to and during the IBA annual conference in October.

• The IBA is not guaranteeing a minimum or maximum number of hours per month. The Board will assess and provide an anticipated number of hours on a monthly basis to the contractor.

• Schedule: semi-flexible hours (attendance at IBA monthly Board meetings, held in the evenings 6-9pm Eastern Time, is mandatory).

• Compensation is $35/hour.

• Applications considered on a rolling basis until position has been filled.

The IBA is committed to fostering a diverse and inclusive workspace. We strongly encourage applications from individuals who are Indigenous (First Nations, Métis, or Inuit) and have lived experience working with Indigenous peoples or Indigenous communities or organizations. Applicants are encouraged to self-identify in their application if they are Indigenous or have experience working with Indigenous groups.

How to Apply

Interested candidates should send: i) a resume and; ii) a cover letter by email to:  secretary@indigenousbar.ca

Please include “Executive Assistant Application” in the subject line of the email.

We thank all candidates for their interest however, only individuals who are under consideration for an interview will be contacted.