Executive Assistant

3 months ago

Saanichton, Canada Tsawout First Nation Full time

**EXECUTIVE ASSISTANT - Tsawout First Nation - Principle Negotiator**

The Executive Assistant provides confidential administrative and clerical support for the Principle Negotiator for Tsawout First Nation.

**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 Principle Negotiator commitments;
- Assists with the development of administrative initiatives led by the Principle Negotiator;
- Prioritizes and coordinates the timely and efficient flow of information from the Principle Negotiator, administration, staff and stakeholders;
- Requests, compiles and organizes correspondence and reports for signature by the Principle Negotiator in order to meet deadlines;
- Liaises with information technology and other contractors to address or follow-up on issues identified by the Principle Negotiator;
- 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;
- Prepares weekly purchase orders with supporting documents for the Principle Negotiator;
- Creates, maintains and secures electronic and paper files, records, manuals and other documents as prescribed by the Principle Negotiator;
- Flags and refers general inquiries for action;
- Participates in relevant training and workshops;
- 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 Principle Negotiator.

**Education/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

**Knowledge, Skills, and Abilities**
- Sound knowledge of routine office practices, systems and procedures; and of the proper form of business letters and business English;
- Sound knowledge of word processing, spreadsheets, presentation and publisher using Microsoft Office;
- Sound knowledge of creating formal minutes, and professional documents or presentations;
- Sound organizational skills and extremely detail-oriented;
- Advanced verbal and written communication skills including the ability to provide, obtain or follow clear, concise and accurate information orally and in writing (including spelling, grammar, context and structure);
- Ability to exercise initiative and courtesy and to assess situations and recommend solutions;
- Ability to work independently with limited direction, act on own initiative, set own priorities and meet tight or changing deadlines;
- Ability to maintain strict confidentiality and to exercise sound judgment and discretion when dealing with sensitive issues;
- Ability to foster and maintain positive working relationships with colleagues and external contacts;
- Strong work ethic including the ability to take initiative; to attend work on a regular and consistent basis, and to demonstrate a collaborative approach to problem solving.

**OTHER FACTORS**

**Culture/Language**

Respect for and working knowledge of the WSANEC 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.

Pursuant to Section 41 of the BC Human Rights Code, preference may be given to applicants of Aboriginal Ancestry.

**Job Types**: Full-time, Permanent

**Benefits**:

- Dental care
- Employee assist

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