Executive Assistant

**POSITION: EXECUTIVE ASSISTANT - Administration (2 positions required)**

**HOUR OF WORK: FULL-TIME, PERMANENT (35 HRS/WEEK)**

**REPORTS TO: EDUCATION MANAGER/FISHERIES MANAGER**

**:The Executive Assistant provides confidential administrative and clerical support to the Department Manager. The position is responsible for taking the minutes of department meetings as well as providing administrative support to other program areas as required.

**DUTIES AND RESPONSIBILITIES**
- Provides professional administrative and clerical support in accordance with the approved practices, policies, budgets, standards and guidelines including:
- Maintains electronic and hard copy filing system;
- Manages the scheduling, tracking and coordination of Manager commitments;
- Assists with the development of administrative initiatives led by the Manager;
- Prioritizes and coordinates the timely and efficient flow of information from the Manager, administration, staff and stakeholders;
- Requests, compiles and organizes correspondence and reports for signature by the Manager in order to meet deadlines;
- Liaises with information technology and other contractors to address or follow-up on issues identified by the Manager;
- Coordinates and communicates departmental meetings and events using shared calendar and other means of communication; books and sets up meeting rooms;
- Prepares meeting agendas and compiles packages for departmental or project related meetings; and takes and distributes minutes for department meetings as well as action items within three (3) days of each meeting;
- Ensures that copies of all meeting minutes are filed appropriately, keeping all minutes together in a file for future reference;
- Attends meetings on behalf of the Manager as required;
- Prepares weekly purchase orders with supporting documents for the Manager;
- Creates, maintains and secures electronic and paper files, records, manuals and other documents as prescribed by the Manager;
- Flags and refers general inquiries made of the for action;
- Oversees the documentation/inventory of all Department assets including serial numbers;
- Communicates with vendors and contractors to gather missing documents required for payments;
- Participates in relevant training and workshops identified by the Manager;
- Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
- Attends departmental meetings and events as required;
- Exercises high degree of tact and diplomacy with the TFN Membership and all Nation contacts;
- Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
- Presents a professional, positive and helpful attitude at all times;
- Promotes a safe work place; ensures that all established safety procedures are followed;
- Carries out other duties essential to the position as directed by the Manager.

**EDUCATION AND EXPERIENCE**
- Grade 12 graduation (Dogwood or BC Adult Graduation Diploma);
- Post-secondary diploma or certificate/training in business or office administration an asset;
- Minimum of 1 years' experience in general office responsibilities and procedures; or
- An equivalent combination of education and experience;
- Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
- Experience maintaining records, filing and correspondence tracking, taking and transcribing minutes and drafting correspondence;
- Valid BC drivers license, reliable vehicle and clean drivers abstract required;
- Clean criminal record check required.

**OTHER FACTORS**

**Culture/Language**

Respect for and working knowledge of the Tsawout culture is required.

**Personal Attributes**

The Executive Assistant maintains strict confidentiality in performing their duties and demonstrates the following personal attributes: Respect, Empathy, Strength, Pride and Equality

Our Benefits package includes:

- Medical insurance
- Dental insurance
- Vision insurance
- Long-term disability insurance
- Life insurance

Preference may be given to qualified individuals of First Nation Ancestry.