Executive Assistant Operations Social

Classification: Full time Permanent

Salary: $25.00
$28.00

Location: Williams Lake
BC

Deadline: Until
Filled

The Executive Assistant Operations & Social is responsible for ensuring the smooth operations of the office the timely preparation of meeting materials and the of administrative functions relative to the support of the Director of Operations and Social CulturalEducationJustice SubTable Manager.

Key Responsibilities

Meeting Planning and

Ensures appropriate supplies for meetings are obtained

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

Assistance at Nation events

Provide logistical support for the bookable meeting rooms including monitoring the calendar of meetings troubleshooting 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 Tilhqotin cultural protocols and traditional practices

Communications and Marketing

Preparation of draft posters notices and announcements

Travel Management

Extensive travel arrangements for our Support Team(s) including: flights hotel rooms ground transportation arrangements conference room/meeting set up on site catering appropriate coding and expense reports

Provide support and communication to the business worked with in regards to flights hotel rooms conference room(s) and/or onsite catering to ensure all is confirmed and any trouble shooting is predicted and taken care of with appropriate staff

Maintenance of a substantial filing system (paper and digital)

Maintain a detailed list of updated contacts

Reports

Research write and produce quality reports and presentations

Assist/aid with grant reporting

Training and Development

Participate take lead role in setting up community and staff training events

Participate in available training opportunities

Other duties as assigned

Requirements

Postsecondary 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 fastpaced 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 reportingtype 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

Working Conditions

Travel may be required

Ability to attend presentations

Manual dexterity required to use desktop computer and additional hardware

Overtime as required

Lifting or moving up to 15lbs may be required

Jenai Nolin

Human Resources Generalist & Recruitment

Tilhqotin National Government

1729 South Lakeside Drive Williams Lake BC V2G 3A9

Email:

Preference will be given to those of Aboriginal Ancestry per Section 161 of theCanadian Human Rights Act.

Only those invited to interview will be contacted.