Executive Assistant Igs

2 months ago

Sechelt, Canada Shishalh Nation Full time

**The Position**:
**Duties include**:
**Administrative Functions**
- Receive, screen and direct telephone calls.
- Order and distribute office supplies and janitorial supplies for the janitors.
- Provide efficient and effective administrative support to the IGS Division Manager & Department Managers.
- Review and prioritize incoming correspondence directed to the IGS Division Manager, reroute or copy as appropriate and/or attach relevantfiles or related correspondence.
- Create templates, spreadsheets, forms, posters, and powerpointpresentations as needed and required.
- Prepare professional and confidential correspondence, memos and documents as requested.
- Photocopy and file documents as needed and requested.
- Coordinate and organize logistics for meetings.
- Schedule and document dates of meetings, and record notes during meetings.
- Prepare and maintain task lists.
- Develop meeting agendas, prepare reports and obtain material for IGS Managers as directed by the IGS Division Manager.
- Prepare and distribute agendas, minutes and supporting documentation for meetings.
- Coordinate and organize travel accommodations, meeting space, food and other supplies for meetings.
- Maintain an effective filing system.
- Coordinate, keep up-to-date and maintain work schedules and calendars, including staff leave and timesheet review.
- Schedule, update and send reminders of scheduled meetings, speaking engagements and appointments.
- Assist with special projects when required.
- Maintain and present a positive and professional image of the executive office at all times.

**Administrative Support**
- Provide clerical and administrative support to all IGS Departments.
- Coordinate, organize and document Meetings, Annual General Meetings, Open Houses and IGS Sessions.
- Purchase gifts for delegations/special events and office supplies.
- Transcribe, prepare and distribute various meeting agendas, minutes, and resolutions as required.
- Assist with the execution and follow-up of IGS Department Action Items.
- Serve as a Recording Secretary from time to time as required.
- Coordinate or assist with special projects and eventsas required, including general and special Nation membership meetings.
- Ensure resource material is available for meetings and special events as required.
- Coordinate travel accommodations, travel claims and honorariums for the Department and others as directed by the IGS Division Manager.
- Maintain a calendar of events, respond to requests for attendance at events.
- Must be able to handle sensitive information in a completely confidential manner.
- Perform the document management, filing and coordinate and distributes all incoming documents.
- Represent the Nation in a professional/courteous and confidential manner.
- Ability to manage multiple and conflicting priorities within a busy work environment.
- Classify, scan, sort, file and retrieve correspondence, records and other documents as requested.

**Other Duties**
- Other duties as required and assigned.
- **OrganizationalResponsibilities**_
- Maintain confidentiality as per the Nations’ policy guidelines.
- Adhere to Administrative standards, policies and procedures.
- Bring to the attention of the IGS Division Manager if practices are not consistent with the current knowledge of acceptable professional standards.

**Qualifications, Sills and Abilities**:
Minimum Education
- Administration, Legal Assistant or Business Administration Certificate or equivalent; Diploma preferred.
- Certification in Local Government Administration or equivalent work experience preferred.

Minimum Experience
- Five (5) years’ administrative experience in supporting a senior executive preferably within a First Nations environment.
- Experience working with various office systems and equipment.
- Experience working with Aboriginal people, organizations and communities.
- A minimum typing and transcribing speed of at least 40 wpm.

Knowledge Requirements
- Knowledge of shíshálh Nation programs and services.
- Ability to be aware of and understand the Nation Self-Government Agreement, Constitution, Community and Strategic Plan is a must.
- Knowledge of First Nation structures, service delivery and customs and traditions.
- Respect for, sensitivity towards as well as knowledge and understanding of shíshálh Nation culture and traditions.
- Knowledge of best practices in administration processes.

Special Skills
- Proficient computer skills with MS Office Software
- Excellent planning and organizational skills
- Excellent interpersonal and customer service skills
- Excellent conflict resolution and problem-solving skills
- Excellent verbal and written communication skills
- Excellent administrative and research skills
- Excellent time management skills
- Ability to accurately and efficiently record and develop meeting minutes
- Ability to develop high-levelprofessional documents
- Ability to attend to details
- Ability to manage multiple priorities and work i

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