Executive Assistant

Tk’emlúps te Secwépemc (TteS) is a fast-growing vibrant organization committed to the development and progress of its Band Members and Community. As such, the TteS invites applications from qualified, highly motivated and dynamic individuals to fill the following position.

POSITION TITLE: Executive Assistant

DEPARTMENT: Education Division

SUPERVISOR: Education Manager

TERMS: Full-Time, Permanent

REFERENCE #: 2024-038

Purpose of Position:

The purpose of this position is to perform a variety of essential administrative and clerical duties for the Education Department to ensure efficient operations. This position is responsible for supporting the Education Manager and Education Department through a variety of tasks related to organization and communication. This position is responsible for handling confidential and time sensitive material.

Duties and Responsibilities:

• Provides professional administrative and clerical support in accordance with the approved practices, policies, budgets, standards and guidelines. (95%)
• Preparing various correspondence, transcribing and formatting from dictation reports, handwritten notes, letters, memorandums, and other documents.
• Maintaining a list of regular contacts of outside agencies, stakeholders including government and regular committee contacts.
• Fielding and prioritizing incoming educational requests to the appropriate Education Department staff.
• Collecting, processing, receiving, sorting, and distributing all incoming correspondence in a timely manner.
• Participating and recording minutes for meetings as required.
• Compiling, printing and distributing reports as directed.
• Scheduling and coordinating meetings, teleconferences and video conferences, arranging catering as needed and providing assistance for meetings as required.
• Assists the Education Manager with tracking the education departmental budgets with respect to accounts payable, expense report coding, the credit card inventory, and other accounts.
• Makes travel arrangements for the Education Department and ensures appropriate approvals are in place. Establish and maintain excellent rapport with TteS members, departments and other organizations that work with TteS Education Department. Process all invoices for education administration expenses and administer financial records for these programs.
• Promote all TteS Education Department programs throughout TteS networks and in TteS community.
• Participate in all TteS educational fundraising initiatives, events and community activities.
• Keep accurate accounting records of all expenditures in the education administration budget.
• Maintain office supplies inventory by checking stock to determining inventory level; anticipating needed office supplies; placing and expediting orders for office supplies; verifying receipt of office supplies .
• Support Education Department staff with technology needs and computer/software difficulties by connecting with our technology expert.
• Performs all duties and responsibilities in accordance with the Tk̓emlúps te Secwépemc (TteS) policies, standards, and procedures.
• Maintains confidentiality on all matters relating to the affairs of the Education Department and the TteS.
• Produce and distribute correspondence, emails, letters, research requests, flyers and forms, including on-reserve mail outs.
• Ensure that all administrative and clerical duties are completed accurately and delivered with high quality and in a timely manner.
• Ensure operation of office equipment by completing preventative maintenance requirements calling for repairs, maintaining equipment inventories and evaluating new equipment.
• Assist Education Manager with tracking, monitoring, reporting on and overseeing external funding programs and allocations.
• Other related duties as required. (5%)

Professional Certification, Education and Experience:

• Diploma in Business Administration, Education, Arts, Social Work, Career Counseling or other relevant area.
• 1-3 years’ experience of clerical/administrative support experience or an equivalent combination of education and/or training.
• Working in an Aboriginal setting is an asset.

This position administers the education administration budget and program within the budget parameters, under the direction of the Education Manager.

Supervision or Training Duties:

This position must be ready to train and supervise Education Department staff in collaboration with the Education Manager.

Skills and Abilities:

• Extensive knowledge of Secwépemc culture, language, history, and lifestyle is required.
• Ability to exercise tact and diplomacy and work co-operatively with co-workers, agencies, and the general public and when representing the Tk̓emlúps te Secwépemc.
• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and ability to problem solve.
• Excellent verbal, written and interpersonal skills.
• Proficient in MS Office.
• Ability to build and maintain cooperative and productive relationships and effectively liaise with internal and external stakeholders.
• Ability to take initiative.
• Strong tact and diplomacy.
• Must have strong teamwork and cooperation, service orientation and judgement skills.
• Ability to work in multi-cultural settings.

Special Requirements:

It is imperative that this position is very knowledgeable about Education Department job descriptions, job duties and deliverables as to effectively field and support educational programming and services. As well, this position is responsible for picking up mail at the post office, office supplies, technology supplies, etc. As such, they will be working in and out of the office and are required to have their driver’s license and reliable/insured transportation.

• Must have a valid BC driver’s license and access to insured and reliable transportation.
• Must have excellent work attendance and ability to work overtime to provide necessary program supports outside of regular work hours.
• For new hires, and for those working in designated positions of trust, including those working directly with vulnerable persons, no formal offer of employment will be made until an applicant completes and passes a criminal record check-vulnerable section.

HOURS OF WORK: Normal Day shifts – 7 hours. Non-normal shifts may be required.

PAY GRADE: $22.59-$33.22/ hour depending on education and experience

Tk’emlúps te Secwépemc thanks all applicants for their interest, however, only those selected for an interview will be contacted.

In accordance with Section 16(1) of the Canadian Human Rights Act and pursuant to Section 42 of the BC Human Rights code, it is TteS Policy to practice preferential hiring for Aboriginal peoples. Candidates who wish to qualify for preferential consideration must self-identify.

Deadline for the Job posting is May 15 th , 2024 by 2:00pm

Submit Job Application Form, cover letter, resume, and references

or at our Human Resources office #200 – 330 Chief Alex Thomas Way.

Office Hours are Monday to Friday 8:00 am to 4:00 pm &

closed for lunch from 12:00 pm to 1:00 pm

We require each applicant to fill out

an online application form which can be found at:

Any late submissions or submissions without the job application form will not be considered.

Personal Details * Required field

• First name *
• Last name *
• E-mail *

Digits only or add + for international numbers

• Street *
• Street Cont.
• City, Town or Suburb *
• Postcode or Zipcode *
• Country *
• State, Region or Province *
• LinkedIn URL

  (Please click on your profile and copy the URL from your profile page.)

  Questions

Are you a Tkemlups Band Member? *

• Yes
• No

Are you First Nations? *

• Yes
• No

Are you legally entitled to work in Canada and BC? *

• Yes
• No

I consent that by submitting my application, I certify that the information I am providing in my application for this position is true and complete to the best knowledge. I understand that if I provide information in connection with my application which is found to be untrue or incomplete, my application may be rejected and I may be subject to discipline to and including termination if I am hired as the successful applicant. Attached are sent at the risk of the submitter, files will be emailed to us and stored unencrypted. * #J-18808-Ljbffr

---