Executive Assistant to Executive Director

Tŝilhqot’in National Government•Williams Lake, BC

1d•Onsite

About The Position

The Executive Assistant provides support to the Executive Director (ED) and ensures accurate and timely information is available in order to make effective decisions. The Executive Assistant acts as liaison between other government agencies, private industry, business and any other individuals, groups or agencies operating in the community. The Executive Assistant is a key member of the team, and is responsible for ensuring the smooth operations of the ED’s office, the timely preparation of meeting materials, and the execution of administrative functions relative to the support of the ED.

Requirements

Post-secondary education in a relevant field (Administration, English, Communications or other)
A minimum of two years of experience in an administrative assistant role
Strong interpersonal skills and demonstrated diplomacy
Ability to make a variety of guests in the office feel welcome, especially Leaders and Elders
Work with all levels of staff in a professional and respectful manner
Ability to thrive in a fast-paced environment
Superior verbal and writing skills
Proficiency with all Microsoft Office software
Exceptional organizational skills, with proven ability to meet deadlines in a professional manner
Comfortable with multiple reporting-type relationships with capacity to advance and balance multiple priorities
Highly resourceful team player, able to work independently and make sound, informed decisions
Proven ability to maintain confidentiality
Proven ability to build effective working relationships

Nice To Haves

Preference will be given to those of Aboriginal Ancestry - per Section 16(1) of the Canadian Human Rights Act

Responsibilities

Liaise with senior staff, front desk receptionist(s), Chiefs’ Assistants, Band Managers, Community Coordinators or others to schedule meetings
Assure the efficient planning and execution of Board of Directors’ meetings, team meetings, and government meetings when requested
Ensures appropriate supplies for meetings are obtained
Prepare meeting agendas, material preparation and distribution, assisting with meeting logistics and technology
Provides drafts of correspondence for editing, revise and finalize correspondence for signature or distribution
Record meetings and provide substantive notes with respect to meeting comments, decisions and actions
Timely preparation of meeting minutes and distribution
Preparation of travel expense claims, purchase orders with appropriate department coding, expense reports, and work visa statements with receipts
Timely communication and preparation of any on site catering provided by local business
Support leadership with Tŝilhqot’in Nation event planning
Provide logistical support for the bookable meeting rooms, including monitoring the calendar of meetings, trouble-shooting meeting requirements
Receive calls, emails and take messages, route communication and correspondence appropriately
Manage routine enquiries and business
Routine photocopying, typing, spreadsheets, filing, and other administrative duties
Integrate activities and events with our Tŝilhqot’in cultural protocols and traditional practices
Organize travel arrangements for the ED, including: flights, hotel rooms, ground transportation arrangements, conference room/meeting set up, on site catering, appropriate coding, and expense reports
Research, write, and produce quality reports and presentations
Maintenance of a substantial filing system (paper and digital)
Maintain a detailed list of updated contacts