Executive Assistant

6 months ago

Pitt Meadows, Canada Katzie First Nation Full time

Katzie First Nation Health Services is in search of a dedicated** Executive Assistant.** As one of the busiest departments in the Nation, this EA role will provide confidential administrative and organizational support to not only the Director of Health Services but also the programs spearheaded by the department.

**What you will be responsible for**:

- Responsible for the Director’s calendar management and scheduling; coordinate and prioritize meetings across multiple time zones and a variety of platforms.
- Responsible for the calendar management and scheduling for various Health Service Programs.
- Responsible for recording secretary duties, including but not limited to coordinating and scheduling meetings and venues; preparing and distributing materials (e.g., Agendas); recording, producing, and distributing Minutes; producing, recording, and maintaining all decisions and action items in the Registry; developing summary documents; printing materials, etc.
- Composed and edited various correspondence: reports, proposals, contracts, and decision notes, including highly sensitive and confidential information requiring high discretion.
- Understand business needs, manage service delivery, mitigate issues, and bring solutions.
- Operate with a large degree of autonomy and independently complete high-quality work to meet established goals.
- Contribute to developing new ideas and approaches to improve work processes.
- Preparation of expense reports, including GL coding and compilation of receipts, within the financial deadlines.
- Review all documents prepared for executive signatures for format, content, grammar, and spelling and make edits as necessary.
- Facilitate communication between department managers, chief, council, and other staff to the CAO.
- Prepare travel schedules, book travel arrangements, and make reservations.
- Review, evaluate, and distribute priority correspondence for the executive team.
- Present the Administration Office with a positive and professional image to all visitors, suppliers, inquiries, and others.
- Order food, beverages, and materials for recurring meetings and events
- Support logistics of programs, including meetings, seminars, workshops, special projects, and events as needed.

**What you bring to the position**:

- Minimum of 5 years experience as an Executive Assistant to C-level or equivalent.
- Post-secondary education in Business Administration or a related field is an asset.
- Experience working within board governance and structures.
- Exemplary ability to effectively communicate and interact with a diverse range of individuals with integrity, empathy, and sincerity.
- Self-directed, task and goal-oriented; ability to prioritize under developing deadlines.
- Ability to understand and describe complex governance and business issues.
- Excellent listening skills and ability to carry out directions within allocated time frames.
- Ability to work in a team-oriented, collaborative environment.
- Strong organizational skills and the ability to prioritize multiple tasks seamlessly with excellent attention to detail.
- Expert-level written and verbal communication skills with the ability to produce documents with mínimal errors.
- Highly resourceful team player who can also be extremely effective independently.
- Proven ability to handle confidential information with discretion.

**Additional Requirements**:

- Valid BC Driver’s License with a clean driver’s abstract.
- Satisfactory Criminal Record Check (vulnerable sector)
- Minimal day-to-day supervision with high expectations of work produced.

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