Administration Assistant

1 month ago

Chilliwack, Canada Stó:lō Xwexwilmexw Government Full time

**Administrative Assistant - Temporary Contract**

**Summary**

The Stó:lō Xwexwílmexw Government (SXG) requires an energetic and motivated Administrative Assistant to work as administrative support for the SXG's Executive Assistant and SXG staff. Reporting to the CEO and via the Executive Assistant, the Administrative Assistant will be responsible for performing a wide variety of administrative and office management duties in support of the Team. Responsibilities will include some standard receptionist and clerical duties, in addition to more complex functions and services, such as being involved in minute-taking during confidential meetings, and scheduling appointments.

Working closely with the Executive Assistant, the Administrative Assistant is co-responsible for overseeing the planning, promotion, and overall coordination of SXG meetings and events. The Administrative Assistant handles the sourcing and booking of venues and arranges proper accommodation and transportation for event participants such as speakers, and SXG attendees. The Administrative Assistant is also present at SXG events attended by leadership, to ensure the smooth running of events, and provides support as needed to events participants.

**Job Duties**
- Provides administrative and office management support to the Executive Assistant, including, but not limited to the following: receives incoming mail; reviews, evaluates, and distributes correspondence requiring priority attention, as directed by the CEO, and other such clerical duties.
- Assists with the preparation of minutes for internal operations meetings.
- Sources venues and contractors, obtains quotes and conducts site visits where necessary for special events.
- Liaises with event contractors, including caterers etc.
- Helps handle event details for staff events (including such things as participant contact information)
- Ensures that the necessary equipment is in place for speakers' presentations etc.
- Schedules, coordinates and manages attendance for staff meetings etc.
- Provides administrative support to the Executive Assistant as directed.
- Plans and organizes strategic planning sessions with the CEO and staff, where needed.
- Attends meetings as required.
- Reviews, evaluates, and distributes priority correspondence for the Board of Directors team.
- Development of templates and forms.
- Organizes and manages the filing system.
- Performs other duties as necessary.

**Requirements**:

- Bachelor's Degree preferred. High School Diploma, GED, or equivalent required
- 2 years direct work experience in an office environment
- 2 years experience as an administrative assistant
- Openness to on-going learning in relation to Sto:lo culture and history required
- Ongoing knowledge of the BC treaty process as asset
- Strong knowledge of general office procedures involving travel arrangements, budget management, reports, etc.
- Superior typing skills [at least 30 wpm with one-year practical experience]
- Able to write and format correspondence, including memos, letters, etc.
- Superior time management skills, multitasking skills, and the ability to prioritize tasks with mínimal supervision
- High level of sound and independent judgment, reasoning, and discretion
- Ability to interpret and implement company policies and procedures
- A professional, responsive, and positive work attitude is essential
- Resourcefulness and flexibility
- Previous experience in handling confidential or sensitive information
- General budgeting skills
- Able to maintain filing systems and basic databases
- Meticulous records maintenance skills
- Strong interpersonal skills to communicate with all levels of staff, management, executive and leadership teams, along with the public (community members) at large
- Strong customer service orientation
- High level of integrity, confidentially, and accountability
- Ability to build and maintain lasting relationships with key business partners, Leadership, and community members
- Other duties as required
- Vulnerable Sector Check and Criminal Record Check clearance required.

**Work Conditions**
- Overtime as required for meetings
- Driver's license required

**WE BELIEVE IN STÓ:LŌ**
- Salary: $29/hr or dependent on qualifications.
- Schedule: 20 hours per week.

Please note: pursuant to Section 41 of the BC Human Rights Code, preference may be given to qualified applicants of Aboriginal ancestry.

**Applications will be accepted until 3pm on December 6, 2023**

**Job Types**: Part-time, Fixed term contract

**Salary**: $29.00 per hour

Expected hours: 20 per week

**Benefits**:

- Dental care
- Extended health care
- On-site parking
- Paid time off

Schedule:

- Monday to Friday
- Weekends as needed

Ability to commute/relocate:

- Chilliwack, BC V2R 4G5: reliably commute or plan to relocate before starting work (required)

**Education**:

- Bachelor's Degree (preferred)

**Experience**:

- Administrative experience: 2 years (preferred)

Work Location:

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