Receptionist/ Administrative Assistant

6 months ago

Williams Lake, Canada Tŝilhqot’in National Government Full time

**Receptionist/ Administrative Assistant**

**Classification**:Full time, Permanent

**Salary**:$20.00 - $23.00 per hour

**Location**:Williams Lake, BC

**Deadline**:Until Filled

The Tŝilhqot’in National Government (TNG) is the official First Nations government serving the Tŝilhqot'in Nation. TNG is located in Williams Lake, British Columbia and serves six communities, including ʔEsdilagh, Tŝideldel, Yuneŝit'in, Tl'etinqox, Xeni Gwet'in, and Tl'esqox.

The Tŝilhqot’in National Government is seeking a full time **Receptionist/ Administrative Assistant**. The **Receptionist/ Administrative Assistant **will often be the first point of contact for the Tŝilhqot’in National Government, you will welcome, and assist guests who visit our offices and are a key member of the team. The **Receptionist/ Administrative Assistant **will offer administrative support across the organization and is responsible for ensuring the smooth operations of the office, and the execution of administrative functions relative to the support of the Leadership and senior staff of the Tŝilhqot’in National Government.

The **Receptionist/ Administrative Assistant **will act in a professional, courteous manner to assist guests, Leadership, and staff to feel welcome and supported during their visit.

**Key Responsibilities:
- **Meeting Planning and Execution**:

- Liaise with Senior staff, front desk receptionist(s), Chiefs’ Assistants, Band Managers, Community Coordinators or others to schedule meetings;
- Assure the efficient planning and execution of our Chiefs’ meetings, Team meetings, and government meetings when requested;
- Ensures appropriate supplies for meetings are obtained;
- Meeting agendas, material preparation and distribution, assisting with meeting logistics and technology;
- Provides drafts of correspondence for editing, revise and finalize correspondence for signature or distribution;
- Record meetings and provide substantive notes with respect to meeting comments, decisions and actions;
- Timely preparation of Meeting minutes and distribution;
- Preparation of travel expense claims, Purchase Orders with appropriate department coding, expense reports, and work visa statements with receipts;
- Timely communication and preparation of any on site catering provided by local business;
- Assistance at Nation events
- **Administration**:

- Provide logístical support for the bookable meeting rooms, including monitoring the calendar of meetings, trouble-shooting meeting requirements;
- Manage routine enquiries and business;
- Routine photocopying, typing, spreadsheets, filing, and other administrative duties;
- Integrate activities and events with our Tŝilhqot’in cultural protocols and traditional practices;
- **Communications and Marketing**:

- Preparation of draft posters, notices, and announcements;
- Prepare social media posts, newsletter articles and work with the Communications team to appropriately distribute final versions, if required.
- **Travel Management**:

- Extensive travel arrangements for our Support Team(s), including: flights, hotel rooms, ground transportation arrangements, conference room/meeting set up, on site catering, appropriate coding and expense reports;
- Provide support and communication to the business worked with in regards to flights, hotel rooms, conference room(s), and/or on-site catering to ensure all is confirmed, and any trouble-shooting is taken care of with appropriate
- **Records Maintenance**:

- Maintenance of a substantial filing system (paper and digital);
- Maintain a detailed list of updated contacts (paper and digital).
- **Reports**:

- Research, write and produce quality reports and presentations;
- Assist with grant reporting if required.
- **Training and Development**:

- Participate, take lead role in setting up community and staff training events;
- Participate in available training

**Other duties as assigned**

**Requirements**:

- Post-secondary education in a relevant field (Administration, English, Communications or other);
- A minimum of 2 years of experience in an administrative assistant role;
- Strong interpersonal skills and demonstrated diplomacy;
- Ability to make a variety of guests in the office feel welcome, especially Leaders and Elders;
- Work with all levels of staff in a professional and respectful manner;
- Ability to thrive in a fast-paced environment;
- Superior verbal and writing skills;
- Proficiency with all Microsoft Office software;
- Exceptional organizational skills, with proven ability to meet deadlines in a professional manner;
- Comfortable with multiple reporting-type relationships with capacity to advance and balance multiple priorities;
- Highly resourceful team player, able to work independently and make sound, informed decisions;
- Proven ability to maintain confidentiality;
- Proven ability to build effective working

**Familiarity with the Tŝilhqot’in, and Indigenous organizations would be an asset.**

**Worki

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