Executive Assistant, Natural Resources Management

2 weeks ago

Williams Lake, Canada Williams Lake First Nation Full time

**Job Summary**

The Executive Assistant and Office Coordinator will provide critical high-level administrative support to the Director of Legal and Corporate Services and the Senior Manager, Natural Resources and Economic Development, as well as the department staff. This position will also act as the Office Coordinator, overseeing the day-to-day operations of the Williams Lake First Nation (WLFN) downtown office, including managing schedules, coordinating meetings and events, and overseeing office supply inventory.

**Duties & Responsibilities**

**Executive Assistant to Natural Resources & Economic Development**:

- Coordinate day-to-day operations, functions, and services of the Natural Resources & Economic Development department.
- Provide sophisticated calendar management for the Director of Legal and Corporate Services and the Senior Manager, Natural Resources & Economic Development.
- Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
- Oversee and participate in the coordination, preparation, and distribution of all departmental matters.
- Complete a wide variety of administrative tasks that facilitate the Director of Legal and Corporate Services and the Senior Manager, Natural Resources & Economic Development’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Manage credit card reconciliations for the Director of Legal and Corporate Services and the Senior Manager, Natural Resources & Economic Development.
- Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization.

**Office Coordinator**
- Act as the primary point of contact for the WLFN downtown office, fielding and directing incoming calls and inquiries and providing information to external stakeholders as required.
- Coordinate facilities maintenance for the WLFN downtown office by liaising with the WLFN Operations and Maintenance department and external contractors, as required.
- Coordinate meetings and events, including scheduling, preparation of materials, and logistics, and ensuring all necessary arrangements are made.
- Follow office workflow procedures to ensure maximum efficiency
- Provide hospitality to all guests and help to create a welcoming environment.
- Invest in building long-lasting relationships both externally and internally.
- Oversee office supply inventory, ordering and restocking as necessary, and ensuring that the office is always well-stocked with the necessary materials.
- Supports the mission, vision, and values of Williams Lake First Nation.
- Contributes to the WLFN’s ongoing success by accomplishing other duties as required_ or assigned._
- The duties listed are provided as examples of areas of responsibility and are not intended to create limits to responsibility but to help understand the scope of the position. All staff is expected to be team-oriented and maintain the confidentiality of all information gained while working with the organization._

**Qualifications**

**Education**:

- Certificate in Business Administration or a related field or an equivalent combination of training, education

**Experience**:

- Minimum 3 years experience in office administration

**Knowledge**:

- Knowledge of the Williams Lake First Nation community, traditions, teachings, culture, protocols, and practices.
- Proficient use of information technologies (computers, mobile devices, etc.), including Microsoft Office Suite, presentation development tools, online education programs, and social media channels.

**Skills & Abilities**:

- Must be highly efficient with the ability to manage several diverse tasks, activities, and projects at the same time
- Resiliency to handle shifting priorities and maintain demeanor in high-intensity situations; ability to operate independently; detail-oriented
- Ability to be flexible and take an optimistic approach to work; able to anticipate and handle challenging situations
- Exceptional customer service skills
- Excellent verbal and written communication skills with strong analytical and problem-solving skills.
- Strong interpersonal skills, very good judgment, and strong initiative.
- Ability to recognize opportunities for improvement and efficiency.
- Operates as part of a team and is flexible about the boundaries and functions of the job.
- Maintains professionalism in all circumstances.
- Recognizes and respects all cultural diversity and understands the Indigenous culture.

**Working Conditions**
- Office environment.
- Most services are provided immediately.
- To be aware of the sensitivity, con

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