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Outreach Administrative Assistant

4 months ago

Chilliwack, Canada Stó:lō Xwexwilmexw Government Full time

**JOB POSTING**

**OUTREACH ADMINISTRATIVE ASSISTANT**
(Temporary Contract
- 1 year)

Duties include, but are not limited to, the following: compiling agendas and minutes for meetings; scouting venues for events; booking events, buying supplies and giveaway products and scheduling appointments; tracking Outreach team expenses, etc.

**PRINCIPLE DUTIES AND RESPONSIBILITIES**:

- Assists those who organize all SXG Outreach events and activities in co-operation with other members of the Outreach Team.
- Provides general administrative and office management support to the Outreach Team.
- Books rooms, arranges catering, prepares agenda packages and takes minutes at meetings.
- Works with team to handle the booking of venues for events; entertainers, speakers, caterers, and exhibitors; and arranges proper accommodation and transportation for event participants such as speakers, entertainers, exhibitors, delegates etc.
- Maintains an accurate, up to date and confidential contact list for the SXG communities.
- Prepares mailouts and manages the Canada Post account for the office.
- Receives incoming mail; reviews, evaluates, and distributes correspondence as directed by the Outreach and Communications Manager; and other such clerical duties.
- Coordinates all invoicing, honoraria forms, travel reimbursement forms etc. for leaders, staff, and key participants.
- Prepares and delivers signage and other promotional materials to Outreach events.
- Prepares monthly and weekly reports as required.
- Orders general SXG office supplies, kitchen supplies and equipment as necessary
- Manages the purchase and movement of office furniture as needed.
- Ensures that Outreach Team information is filed in an orderly manner in both digital and print folders.
- Plans SXG staff team building days and other celebrations.
- Provides administrative support to the Outreach and Communications Manager.
- Performs other duties as necessary.

**Requirements**:

- Bachelor’s Degree preferred. High School Diploma, GED, or equivalent required.
- 2 years’ direct work experience in an office environment.
- 2 years’ experience as an administrative assistant preferred.
- Strong knowledge of general office procedures involving travel arrangements, budget management, reports, etc.
- Familiarity with Stó:lō and/or other First Nations’ culture, traditions, and history preferred.
- Openness to on-going learning in relation to Stó:lō culture and history required.
- Ability to write and format correspondence, including memos, letters, etc.
- Superior time management skills, multitasking skills, and the ability to prioritize tasks with mínimal supervision.
- Professional, responsive, and positive work attitude is essential.
- Ability to maintain filing systems and basic databases.
- Strong interpersonal skills to communicate with all levels of staff, management, executive and leadership teams, along with the public (community members) at large.
- High level of integrity, confidentially, and accountability.

Work Conditions
- Ability to work evenings and weekends, and overtime as required.
- Occasionally a high stress, fast-paced environment.

**Salary**:To be based on experience.

**Schedule**:35 hours per week.

Please note: pursuant to Section 41 of the BC Human Rights Code, preference may be given to qualified applicants of Aboriginal ancestry.

Applications will be accepted until March 2nd, 2023, at 4:30 pm

**Salary**: $16.34-$27.14 per hour

**Benefits**:

- Extended health care
- Life insurance
- Paid time off

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday
- Overtime

Ability to commute/relocate:

- Chilliwack, BC: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Office: 2 years (preferred)
- Administrative experience: 2 years (preferred)

Work Location: One location

Application deadline: 2023-03-02