Executive Assistant

4 months ago

Maple Ridge, Canada Fraser River Indigenous Society Full time

**Job Posting**

**Position**: Executive Assistant (Programs)

**Program**: Fraser River Indigenous Society

**Classification**: JJEP Wage Grid Level 10

**Reports To**: Executive Director

**Contract**: Full Time 35-hour week (This position requires union membership)

***:
This position is responsible for providing executive level program and administrative support for FRIS programs and operations. This position requires a team member who is multifaceted and can keep highly organized in an environment with competing demands of focus and time. They work closely with the executive director to keep programs connected and running smoothly.

The Executive Assistant of programs (EAP) maintains the integrity and confidentiality of all information which flows through; communicating internally and externally while responding to inquiries. Responsible for creating and maintains correspondence, documents, presentations, orientation packages, and spreadsheets (including data entry) for authorization by the management team, processes confidential and sensitive documents. They are trusted to review finance information, hr documents, and prepare, and processes service agreements and requests. This position and maintains office equipment and supplies and is responsible for a majority of, procurement needs such as supplies for programs.

The EAP supports leadership in setting a positive, collaborative, efficient tone for the organization.

**Qualifications**:

- Diploma pertaining to office assistant/administration with bookkeeping/budgeting
- 3-5 years' work experience as administrative support
- Demonstrates working knowledge of family centered service, child development, family support and community-based services
- Experience working in a First Nations, Métis and/or Inuit focused programs
- Demonstrated ability to work independently and collaboratively, resolve administrative issues/problems, prioritize workload, meet and adapt to changes in organizational priorities
- Strong budgeting, financial skills, organizational time management
- Well-developed interpersonal, oral, and written communication skills
- Experience with de-escalation techniques working with potentially hostile participant and compliance with safety guidelines to ensure staff and client safety
- Ability to demonstrate professional conduct in community while at work and as a public “face” of the society
- Experience in Non-Profit considered an asset

**Key Responsibilities**:

- Works closely with the executive director to complete needed priorities in each department with clear communication between managers
- Supporting other administration coworkers when asked by the manger to complete tasks which aide with the overall operations of each service or program
- Maintaining electronic and physical files, including financial expenses, operational grants, and closing reports for community engagement projects
- Maintain appropriate record and information system. Prepare and maintain accurate reporting for monthly and annual reports, including Board of Director documentation.
- Maintain accurate and efficient filing procedures
- Draft, edit and format letters, agendas, and reports
- Coordinates appointments and meetings
- Attend community network meetings to promote programs and workshops and report on community events
- Provide administration support and back-up and support for reception when asked by ED (all assistance will be required to support the team where needed)
- Monitor and maintain supplies for programs, petty cash, cheque requisition and program budgeting, overall procurement needs (including delivery of supplies)
- Assist with designing and developing program calendars, social media, brochures, and flyers
- Expectation to work with and between other departments as interlocutor
- Provide transportation backup for ACCESS Program visits when required
- Schedule Subject to flexible work hours (days, evenings, and weekends)

**FRASER RIVER INDIGENOUS SOCIETY**

11830 223rd Street (2nd floor)

Maple Ridge, BC.

V2X 5Y1

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

**Salary**: From $25.05 per hour

Expected hours: 35 per week

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- On-site parking
- Paid time off
- Vision care

Schedule:

- Monday to Friday
- Weekends as needed

**Education**:

- AEC / DEP or Skilled Trade Certificate (required)

Ability to Commute:

- Maple Ridge, BC V2X 5Y1 (required)

Ability to Relocate:

- Maple Ridge, BC V2X 5Y1: Relocate before starting work (required)

Work Location: In person

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