Executive Assistant

2 weeks ago

Victoria, Canada Esquimalt Nation Full time

**Esquimalt Nation is Hiring**

Our mission is to build a legacy for present and future generations of Esquimalt Nation members by ensuring our work is rooted in the teachings and natural laws that flow from the Sacred Trust. We will promote and advance holistic health, self-sufficiency, and safety of Esquimalt Nation members by offering meaningful programs and services and working with our partners for mutually beneficial goals.

***

The Executive Assistant to the Executive Director provides confidential administrative and secretarial support and manages the day-to-day administrative functions of the Executive Director to ensure accurate and timely delivery of administrative services. S/he coordinates the flow of information, communicates internally and externally to respond to inquiries and clarify details, coordinates appointments and meetings, prepares and processes documents and information, assists in budget development and monitors expenditures, arranges travel and accommodation, provides project support, tracks and records meetings and intakes referrals/requests on behalf of the Executive Director.

**PRIMARY RESPONSIBILITIES**
- Calendar and Schedule Management_
- Coordinates and manages Leadership and the Executive Director's daily calendar, including scheduling meetings, appointments, and travel arrangements.
- Anticipates and prioritizes the Leadership and the Executive Director's schedule to optimize efficiency and allocate time appropriately.
- Coordinates and arranges logistics for meetings, conferences, and special events.
- Communication and Correspondence_
- Serves as the primary point of contact for internal and external stakeholders, maintaining professionalism and diplomacy in all interactions.
- Drafts, proofreads, and edits various documents, including reports, presentations, and correspondence.
- Information Management_
- Collects, compiles, and organizes information to support Executive Director decision-making.
- Conducts research, prepares briefing materials, and provides summarized reports on key topics as requested.
- Maintains confidential files, records, and databases, ensuring accurate and up-to-date information.
- Travel Arrangements_
- Coordinates all aspects of business travel, including booking flights, accommodations, ground transportation, and visa arrangements for Leadership and Executive Director.
- Prepares detailed itineraries and travel expense reports, reconciling receipts and invoices in a timely manner.
- Meeting Support_
- Prepares meeting agendas, materials, and presentations, ensuring they are delivered in a timely manner.
- Attends meetings, takes accurate minutes, and distributes them to relevant participants.
- Follows up on action items and deadlines to ensure completion.
- Relationship Management_
- Builds and maintains positive relationships with internal and external stakeholders.
- Liaises with other departments and teams to facilitate seamless communication and collaboration.
- Represents Leadership and the Executive Director professionally and effectively in interactions with members, staff, and other stakeholders.
- Intake & Referrals_
- Responds to verbal and written communication by screening requests and inquiries, deciding on the importance/urgency of the request, providing a response and/or forwarding to the Executive Director or other senior staff for reply.
- Liaises with external organizations on behalf of the Executive Director to respond to and/or share information and ensure follow-up by relevant personnel on emergent issues.
- Uses critical thinking and problem-solving skills to determine referral priorities.
- Monitors and evaluates the effectiveness of the intake and referral process.
- Identifies areas for improvement and implements strategies to enhance efficiency and satisfaction.
- Generates reports on intake and referral activities as required by management.
- Administrative and Financial Support_
- Provides project support, research information, tracks statistical data, compiles, and analyzes
- Assists in budget development and monitors expenditures, authorizes expense reimbursements and invoices up to a pre-determined limit, and develops an expenditure tracking system for those expenditure invoices qualifying for reimbursements from various third parties.
- Completes purchase requisitions/online purchasing and forwards for processing, and ensures invoices are authorized for payment and submitted for payment.
- Takes comprehensive meeting minutes for Chief and Council meetings.
- Tracks action items from meetings and follows up with assignee to ensure completion.
- Identifies and remediates process gaps.
- Provides logístical support in organizing community events and consultations.
- Other related duties as assigned_

**TEAM CORE COMPETENCIES**
- Interdepartmental collaboration is key to successful program delivery
- On time, ready to work each day
- Desire to serve the Nation members and the ability to put the greater good

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