Executive Secretary
2 weeks ago
**Job Title**:Executive Secretary
**Reports To**:Band Administrator
**Department/Team**:Administration
**Effective Date**:August 2023
**Position Purpose**
Provides confidential secretarial and administrative support to Kukpi7 and Tkwamipla ensuring they are prepared for meetings, functions and events.
**Key Result Areas and Tasks**
- Compile and distribute meeting materials
- Take, prepare and distribute meeting minutes and track action items
- Coordinate and prepare for meetings and events and follow up on deadlines, commitments and pending matters
- Manage schedule, calendar, and travel arrangements
- Maintain contact lists
- Facilitate communications with Splatsin members, external resources and networks
- Draft documents and prepare correspondence for transmission or mailing
- Collect, copy, scan and/or otherwise prepare and coordinate documents and information
- Organize and maintain files and documents and other materials of a confidential nature
- Receive and greet visitors and callers, take or relay messages and screen and respond to inquiries
- Coordinate, track and prepare Council expense reports
- Conduct research as required
- Perform other duties as required
**Relationships and Supervision**
- Reports to Band Administrator
- Works with and builds relationships with administration and community members
- Communicates regularly with Administration regarding Kukpi7 and Tkwamipla’s needs
- Interacts with visitors and callers
**Tools and Equipment**
- Office equipment including computer, phone, calculator, copier, scanner, fax machine, laminator, shredder, etc.
- Proficiency in basic software such as Microsoft Office 365 (Word, Excel, PowerPoint)
**Work Environment**
- Administration office and Chief and Council Chambers
**Position Requirements**
- Grade 12 (minimum requirement)
- Office Administration Certificate or Diploma or equivalent experience (preferred)
- 5 years of administrative and/or secretarial experience
- At least 1 year of previous minute taking experience or related training
- Experience working with First Nations peoples
- Knowledge of the Splatsin community and governance process is valued
- Strong ability to organize, prioritize, multi-task and manage time
- Proactive and ability to anticipate executive needs
- Ability to meet tight deadlines
- Excellent interpersonal skills
- Effective oral and written communication skills
- Proficient computer skills
- Strong data entry and keyboarding skills
- Detail oriented with excellent attention to detail
- Comfortable with creating business correspondence
- Diplomatic
- Discretion & respect for confidentiality
- Strong ability to operate office equipment
- Ability to travel
- Successful completion of Criminal Record Check
**Salary**: $22.00-$28.00 per hour
**Benefits**:
- Company pension
- Disability insurance
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program
Flexible Language Requirement:
- French not required
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Enderby, BC: reliably commute or plan to relocate before starting work (required)
**Education**:
- Secondary School (preferred)
Work Location: In person
Application deadline: 2023-08-30
