Executive Assistant

1 week ago

Kamloops, British Columbia, Canada Tk'emlúps te Secwepemc Full time
Tk'emlúps te Secwépemc
(Kamloops Indian Band)

**JOB POSTING
Tk'emlúps te Secwépemc (TteS) is a fast-growing vibrant organization committed to the development and progress of its Band Members and



POSITION TITLE:
Language & Culture Executive Assistant



DEPARTMENT:
C7élksten̓s re Secwépemc ne Ck̓úl̓tens ell ne Xqwelténs (Language & Culture)



SUPERVISOR:
C7élksten̓s re Secwépemc ne Ck̓úl̓tens ell ne Xqwelténs Manager



TERMS:
Full-Time, Permanent

REFERENCE #:


PURPOSE OF POSITION:

The Executive Assistant provides confidential administrative support. And is responsible to perform a variety of
administrative and executive duties to ensure the efficient operation of the Language and Culture Department Manager
and staff. The Executive Assistant acts as an administrative liaison between the L&C department and all committees,
boards, partners and community members, providing a recording of minutes for meetings, assisting various committees
with their administrative requirements and other related duties that may be assigned from time to time.

workflow for the Manager and must be committed to learning Secwepemctsín.

DUTIES AND RESPONSIBILITIES:

Provides professional administrative and clerical support in accordance with the approved practices, policies,

budgets, standards and guidelines. (95%)
Record Keeping

  • Record the minutes of all L&C Department meetings as well as any related committees.
  • Work closely with the L&C Dept. Manager in the planning of meetings.
  • Compilation and production of agenda packages.
  • Updating, maintaining, and safe storage of the L&C Dept Minute Book and other legal documents.
  • Design electronic and physical filing systems and organize and maintain files that permit easy reference and rapid
retrieval of information.

  • Maintain the local files and ensure that all records of the L&C Dept are kept in a safe place.
  • Requests and assembles quotes for purchases, phone systems and other related products and services.
  • Completes photocopying, faxing, UPS, mailing and electronic filing system as requested.
  • Enters vacations, incidental absences, and sick leave into payroll as needed.
  • Tracks the department's budgets with respect to accounts payable, expense report coding, the credit card
inventory and computer and cell phone accounts.

  • Prepare purchase orders.
  • Other duties as required and assigned by the L&C Dept Manager.
  • Internal Communications
  • Prepare and circulate meeting notices and agendas for meetings.
  • Create business cases and briefing notes for C&C agenda submissions.
  • Create a list of action items out of the L&C Dept meetings.
  • Ensure documents that are approved by the Manager are signed & stored in our record keeping.
  • Maintain the Manager's annual calendar.
  • Responds to various requests regarding the L&C Department.
  • Research issues and prepare the necessary correspondence.
  • Produces charts and documents utilizing specialized hardware and software.
  • Works with other members of the L&C team, providing support where necessary.
  • Drafts and produces quality documents and reports using the appropriate style, based on various document
formats.

  • Performs all duties and responsibilities in accordance with the TteS policies, standards, and procedures.
  • Maintains confidentiality on all matters relating to the affairs of the TteS.
  • External Communications
  • External correspondence to, and requests made of, the Manager, is reported and responded to in a timely
manner.

  • Assist with the preparation of business presentations including text, power points, and electronic presentations.
  • Collates and distributes materials and papers and ensures agendas are prepared and administered in a timely
manner.

  • Completes and distributes meeting notes or minutes as directed.
  • Completes all arrangements for meetings including room bookings, refreshments, and other requirements.

All Other related duties as required. (5%)

  • Performs all duties and responsibilities in accordance with the TteS policies, standards, and procedures.
  • Coordinate meetings, travel itineraries, accommodations, and meal per diems for the Manager.
  • Perform general office duties such as ordering supplies, maintaining records management systems, and
performing basic bookkeeping work.

  • Maintain a strict followup procedure to ensure that all action items are completed in a timely manner.
**Professional Certification, Education and Experience: - An Office Administration, Business, Governance, Public Administration or related educational Diploma or

Certificate and 3-years direct clerical/administrative support experience or an equivalent combination of education
and/or training.

  • Experience/training in keyboarding, word processing, spreadsheet, the Internet, databases and other standard
  • Must possess a minimum of 50 words per minute keyboarding speed.
  • Must pass a Criminal Record Check.

Skills and Abilities:

  • Pro

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