Sqdc Administrative Assistant

4 weeks ago

Agassiz, Canada Seabird Island Band Full time

Based in Seabird Island, BC, the Sqewqel Development Corporation (SqDC) is the business arm of the Seabird Island Band. Our Board of Directors and group of owned and operated businesses work together to build a successful corporation that is aligned with our culture. While we choose to adopt modern business practices, we take great care to honour the ways of our ancestors who always worked the land and lived in harmony with it for generations. Guided by our community we weave our culture and traditions into our approach, which means making sure our business focus fall-in-line with our Sto:lo values.

**Position Summary**

Reporting to the Comptroller, the Administrative Assistant is responsible for overseeing the day-to-day administrative functions at SqDC. Furthermore, the Administrative Assistant is responsible for providing support to the management team at SqDC and acts as a communications liaison on an inter-departmental level.

The Administrative Assistant will play a critical role in strengthening the administrative functions necessary to providing outstanding financial reporting, data entry, and high levels of customer service. This position will help the organization perform efficiently and effectively by providing general office support, coordinating personnel, and assisting in scheduling & prioritizing tasks.

**Primary Responsibilities**:

- Data entry including timesheets, expense reports and other information that ensures the smooth running of the organization
- Assisting the Accounting Department
- Improving filing systems and general office organization, including computer file structures
- Assisting with developing a schedule for reporting requirements and ensuring deadlines are met
- Assisting with proposal writing and Grant research
- Onboarding new staff members and assisting with organizing workstations and other documentation
- Attend TMX Partner meetings to take notes/minutes and support follow-up
- Support mail-outs and formal notices to lessees
- Prioritizing departmental work and delegating tasks as necessary, ensuring deadlines are met and that adequate administrative cover is provided at all times
- Making travel arrangements when necessary
- Providing Mangers and Directors with direct administrative support
- Maintaining records including organizational charts, contact lists and meeting minutes
- Assisting with inter-departmental communication and follow ups
- Collecting information for and preparing bulletins and monthly newsletters
- Monitoring and updating management schedules and calendars
- Providing support for various events and programs as needed
- Managing office supplies and other personnel needs
- Assisting with organizing and coordinating facility maintenance and upkeep requirements
- Scheduling meetings, preparing agendas, and taking minutes
- Organizing and maintaining shared calendars
- Collecting and sorting incoming and outgoing mail
- On occasion, the ability to provide relief or back up to other employees within your department or elsewhere, as your training and experience makes appropriate
- Other duties as assigned

**Qualifications/Requirements**:

- Diploma/Degree in Business Administration, Finance/Accounting, or a related post-secondary certification(s) preferred. Equivalent education, training and/or experience will also be considered.
- 1-3 years experience within business administration/finance/human resources is preferred
- Essential skills include time management, organizational abilities, planning and people skills
- Experience working with leases is considered an asset
- Ability to deliver timely results despite obstacles and limited resources
- Knowledge of collecting and analyzing data, and ability to produce reports
- Ability to develop and deliver presentations
- Strong customer service skills and the ability to provide services in a prompt, respectful and unbiased manner
- Excellent English verbal and written communication skills
- Ability to adhere to confidentiality requirements
- Experience working with First Nations communities is considered an asset
- Valid BC Driver’s License
- Satisfactory Criminal Record Check (CRC)

**Adjustments to Job Descriptions**:
SqDC retains the right to make necessary adjustments or amendments to job descriptions to meet current or expected business needs provided that the appropriate notice is provided. SqDC also retains the right to temporarily reassign employees to another program or department for projects or assignments at any time.

**Core Competencies**:

- Client Focus
- Initiative
- Teamwork
- Organizational and Office skills
- Valuing Cultural Diversity
- Work Ethic and Values

**Compensation**

Wage will be identified and contingent on experience and qualifications. SqDC offers an Employee Health and dental/pension benefits once the probationary period has been completed.

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