Executive Assistant- Land Governance

2 months ago

Coquitlam, Canada Kwikwetlem First Nation Full time

**ORGANIZATION SUMMARY**

kʷikʷəƛəm First Nation are a distinct BC First Nation whose traditional territory centers on the Coquitlam River Watershed and the surrounding areas. kʷikʷəƛəm 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 kʷikʷəƛəm people is hənqəminəm. 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 which 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.

**Job Purpose**
Under the direction of the Director of Land Governance, the Executive Assistant provides co-ordination, administration, facilitation, and support to the Land Governance department. The EA collaborates with, and when required - provides executive administrative support to other Senior Staff of KFN or other short-term project-based Office Teams. He or She contributes to the development and implementation of plans, systems, processes and procedures for the Land Governance department.

**Position Overview**
This position provides a high-level of administrative support and provides solutions-based approaches to many different day to day operational challenges. To be successful in this role, the Executive Assistant must be a very strong communicator, and must possess very mature, and well-developed interpersonal skills. The Executive Assistant must have a proven ability to serve senior management in a professional and courteous manner. 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 EA will be comfortable working in a dynamic environment with often-times changing goals and priorities.

**Responsibilities**:

- Coordinate and organize all calendars for the Land Governance department.
- 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. At times will involve attending meetings on behalf of the department.
- Implement project management practices, including action item tracking and progress monitoring, to ensure timely completion of project goals and deliverables.
- Process invoices and verifying budgets, contracts, and details to ensure accuracy and compliance, ensuring funds are allocated appropriately.
- Prepares and edits correspondence, communications, presentations and other documents
- Arrange and coordinate any meetings or special events for the department.
- Complete all credit card/travel expense claims for finance
- File and retrieve documents and required reference materials, such as meetings minutes and by-laws;
- Receive and interact with incoming visitors on behalf of the department when necessary
- Act as the liaison between departments when required
- Develop and maintain an effective filing system for the department (electronic and paper). At times may work with the Finance Department to ensure proper storage of computer software, accessories and inventory.
- Attend staff training as required
- Perform all other duties as required by the department, and all duties assigned by the department.

**Education, Skills and Experience**
- Certificate, Diploma, or Degree in Business Administration, or another relevant field, and five (5) or more years experience working in an office, or an equivalent combination of skills, knowledge and experience.
- Project Management experience is considered an asset
- Must demonstrate a high degree of professionalism and good judgement
- 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
- 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 wri

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