Executive Assistant to Ubc Liaison

6 months ago

Vancouver, Canada Musqueam Indian Band Full time

About Musqueam

**Position Summary**:
Musqueam Indian Band (MIB) has an opening for a permanent, full-time Executive Assistant with a focus on administrative and research duties. Reporting directly to the UBC Liaison, the Executive Assistant will provide organizational, administrative and clerical support to the Liaison. The Executive Assistant works on tasks such as communications, research, office administration and planning meetings, gatherings and occasional travel.

**Roles and Responsibilities**:

- Completes a broad variety of administrative and logístical tasks for the UBC Liaison, including: managing an extremely active calendar of appointments; composing and preparing correspondence that is confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Coordinates and books meeting arrangements
- Provides content support for meetings (including assisting with meeting preparation, taking minutes, transcribing, providing meeting summaries, and learning about negotiations.
- Manages and tracks ongoing communications of the UBC Liaisons and responsible for writing additional communications materials.
- Communicates as directed by the UBC Liaison, with the CAO on matters related to the UBC Liaison’s programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the UBC Liaison, including those of a sensitive or confidential nature.
- Build relationships crucial to the success of the organization and reviews a variety of special projects for the UBC Liaison, some of which may have organizational impacts.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting personal correspondence, and other tasks.
- Reviews materials.
- Manages access to information requests and procedures.
- Offers support to the UBC Liaison and Negotiations team with document tracking and labelling (digital and physical) and maintaining specific project files.
- Provides support on related initiatives and projects.
- Tracks and manages the UBC Liaison’s action items and helps to define timelines and follow-ups.
- Knowledge of MIB-UBC policies, procedures, precedents and mandates.
- Supports the UBC Liaison in managing calendars and commitments through careful planning, communication, and coordination.
- Manages daily administrative functions of the UBC Liaison, including anticipating daily needs, and ensures the UBC Liaison is briefed on all appropriate matters.
- Be adaptive, flexible, and be able to prioritize multiple competing demands with frequent interruptions.
- Be knowledgeable about and support the mandate and mission of the Musqueam Indian Band.
- Demonstrate an understanding of BC History and Indigenous land rights issues.
- Has the ability to exercise good judgement in a variety of situations, with strong written and verbal communication, administrative, and organizational skills.
- Work is performed in office environment

**Qualifications**:

- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong interpersonal skills
- Expert level written, verbal and analytical skills
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
- Forward looking thinker

Education and Experience Requirements
- Bachelor’s degree preferred
- 3 to 5 years of experience supporting Executives / in a government office / or working for an aboriginal community
- Experience and interest in internal and external communications, and partnership development
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media platforms.

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