JOB SUMMARY:

Reporting to the Chief Administrative Officer (CAO), the Executive Assistant provides confidential administrative support to the CAO and Deputy CAO to contribute to the efficient and professional operation of the Nation’s Administration. The Executive Assistant is well organized and completes a broad variety of administrative tasks that include, but are not limited to, managing an active calendar of appointments, preparing meeting materials, responding to enquiries, sharing information as appropriate and supporting special projects and events. This position requires excellent organizational skills and ability to exercise independent judgement and discretion.

DUTIES AND RESPONSIBILITIES:

Support/Planning & Logistics**:**

• Coordinates the CAO’s and Deputy CAO’s calendars and activities, including scheduling internal/external meetings and events, closely monitoring calendars for meeting planning and availability.
• Ensures the CAO and Deputy CAO are prepared for meetings, collects and prepares required document packages and presentations and works with IT to ensure any technical requirements in-house are addressed.
• Maintains a tracking system for email and other correspondence, contacts, ensuring that all correspondence is dealt with in a timely manner.
• Drafts responses and forwards emails to directors and staff, ensuring key information is shared appropriately.
• Attends various senior management, team and committee meetings with CAO and Deputy CAO, drafts agendas, records and distributes meeting minutes and tracks any follow up items as appropriate.
• Prepares travel schedules, books travel arrangements, makes reservations.
• Acts as the point of contact; handles email/phone/visitor requests and queries or redirects as appropriate.

Administrative Support:

• Composes, proof-reads and edits correspondence including briefing notes, reports, presentations, internal and external letters, faxes, memos and emails.
• Prepares cheque requisitions and other forms approval, processing and appropriate filing.
• Develops and maintains a well-organized hard copy and electronic filing system, that permits easy reference and rapid retrieval of information, while ensuring information is kept strictly confidential.
• Provides coverage/relief for the Administrative Coordinator.
• Other duties as assigned/required.

QUALIFICATIONS:

Required:

• Three to five years’ experience providing support to executive and/or senior-level management.
• Bachelor’s Degree or Diploma in a relevant field; a combination of relevant education and experience may be considered.
• Demonstrated experience handling sensitive and confidential information in a trusted and responsible manner.
• Strong information, records and data/file management skills, abilities and experience.
• Excellent computer skills with advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Adobe Acrobat, and able to learn new software as required.
• Familiarity with use of office equipment, administrative systems and procedures.
• Valid BC Driver's License.
• Criminal Records Check (vulnerable sector).

Preferred:

• Previous experience working in a First Nations community and/or organization

SKILLS AND ABILITIES:

• Excellent organizational and time management skills with ability to prioritize and handle multiple tasks and deadlines.
• Excellent interpersonal skills with a solution focused philosophy and ability to work with a broad range of people including staff, management, Chief and Council, community members and external stakeholders.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Strong attention to detail and accuracy with a commitment to high quality work.
• Ability to work independently as well as in a team environment.
• Ability to show initiative, manage priorities, and meet deadlines.
• Ability to exercise independent judgement and discretion and to maintain strict confidentiality.
• Excellent work ethic.

WORKING CONDITIONS:

• Physical Demands

  • Significant desk work with long periods of manual dexterity
  • Manual dexterity required to operate computer and peripherals

• Mental Focus

  • Stress may be caused by the need to complete tasks within tight deadlines
  • May deal with individuals who can, from time to time, be demanding and challenging
  • Must be able to remain patient and calm, and may have to engage in conflict resolution or crisis management at times

• Environmental Conditions

  • Office environment, generally quiet but at times noise can escalate
  • Interacts with community members, employees, management and the general public

• Travel and Work Hours

  • Occasional travel may be required
  • May be required to work extended hours, evening and weekends

Salary pay range: $77,036 - $105,926 - based on qualifications and experience.

We appreciate everyone's interest in the role, however only shortlisted applicants will be contacted.

INDHP