Executive Assistant

3 months ago

Coquitlam, Canada KFN Enterprises Full time

kʷikʷəƛ̓əm First Nation are a distinct BC First Nation whose traditional territory centers on the Coquitlam Lake Watershed and the surrounding areas. kʷikʷəƛ̓əm draw our name “Red Fish Up the River” from a run of sockeye salmon that once flourished in the Coquitlam River and Coquitlam Lake prior to the construction of the Coquitlam Dam. Our name reflects the strong connection our people have always had to our lands, and the river and lake at the heart of our traditional territory. The traditional language of the kʷikʷəƛ̓əm people is hən̓q̓əmin̓əm̓, previously Downriver Halkomelem. Our people descended from Elders who were renowned as spirit and winter dancers, skilled canoe builders and master sturgeon and salmon fishers. The Nation is committed to building a strong, self-governing Nation that honors our rich culture, language, and history and is based on ancient Coast Salish laws and protocols. Today, as in the past, we are guided by our teachings of our ancestors to be stewards and guardians of our lands and water for past, present, and future generations.

The Executive Administrative Assistant provides co-ordination, administration, facilitation, office management support, and technical support to the Director of Lands and Resources and the Sr. Project Manager. He or She contributes to the development and implementation of plans, systems, processes, and procedures within the department.

**Position Overview**
This position provides a high-level of administrative support to two senior level staff. It provides solutions-based approaches to many different day to day operational challenges. To be successful in this role, the job-holder must be a very strong communicator, and must possess very mature, and well developed interpersonal skills. The ability to take initiative and maintain confidentiality is necessary to succeed in this role. This position requires the ability to manage multiple and often competing priorities, as well as the ability to work non-normal office hours when required. The successful job-holder will be comfortable working in a dynamic environment with often-times changing goals and priorities.

**Primary Duties and Responsibilities**
- Co-ordinate and organize all Calendars of the Director of Lands and Resources and Sr. Project Manager
- Arrange all travel, including hotel and flight bookings, car rentals and ferry reservations, and provide detailed travel itineraries when requested;
- Assist in meetings, including: provide backing research (when required), collection of agenda items, preparation and distribution of agenda packages, assisting with creating presentations (in a variety of formats), and recording, production and distribution of meeting minutes.
- Prepares and edits correspondence, communications, presentations and other documents;
- Arrange and coordinate any meetings or special events for the Lands and Resources Department, this could include training sessions for staff, lunch meetings with clients, or any special Holiday or Nation functions;
- Complete all credit card /travel expense claims for finance;
- Receive and interact with incoming visitors when necessary;
- Act as the liaison between departments and Senior Staff when required;
- Maintain an effective filing system (electronic and paper).
- Attend staff training as required;
- Act as back-up Reception when required;
- Perform all other related duties as required

**Qualifications**
- Completion of secondary school is required (High School Diploma or GED);
- 2-year post-secondary training or diploma in office administration or similar discipline is required;
- Experience reporting to multiple senior level staff
- Must demonstrate a high degree of professionalism and good judgment;
- Must be able to operate effectively and show initiative in an environment where there is at times, mínimal supervision;
- Must be able to maintain confidentiality of information and use discretion, tact, and diplomacy when addressing sensitive issues;
- Minimum 5 years’ experience in a similar role and similar environment is required;
- Experience working in a dynamic First Nations organization is desired;
- Must demonstrate appreciation and respect for different cultures and diversity;
- Must possess a very strong command of the English language in both written and oral form;
- Must be able to maintain consistent attendance and punctuality;
- Must be proficient in the use of the Microsoft Office suite;
- Must be able to type at least 60 wpm.

**Job Competencies**
- Collaboration & Teamwork
- Interpersonal relationships
- Perseverance & Resilience
- Accountability & Results Oriented
- Customer Focus
- Authenticity, Transparency & Integrity

**Other requirements**
- Valid drivers’ license, personal vehicle and the ability to travel from time to time.
- Overtime, weekend and evening work as may be required from time to time.
- Satisfactory criminal record check

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

Pay:

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