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Administrative Assistant

2 months ago

Vernon, British Columbia, Canada Sprott Shaw College Full time
Job Summary

The Administrative Assistant will provide administrative support to the Council Secretary, ensuring the smooth operation of the office. This role involves providing a high level of administrative assistance, including preparing correspondence, managing files, and coordinating meetings and events.

Key Responsibilities
  • Provide administrative support to the Council Secretary, including preparing correspondence, managing files, and coordinating meetings and events.
  • Prepare, edit, and administer correspondence, communications, presentations, and other documents as necessary while ensuring strict confidentiality.
  • Coordinate schedules, follow-up meetings, travel booking, and any related administrative tasks.
  • Prepare travel vouchers and expense claim forms.
  • Assist in the planning, communication, and preparation of meetings and conferences, providing support for the creation of agendas and kits.
  • Maintain general filing system, including filing all correspondence.
  • Technical Administrator of Board meeting software (iCompass).
  • Research relevant information for Briefing Notes to assist Chief and Council to make informed decisions.
  • Electronic scanning of historical meeting minutes.
  • Provide administrative support in Council Retreat/Event planning.
  • Maintain and administer Council training/events calendar.
  • Perform all duties and responsibilities in accordance with the OKIB policies and procedures.
Requirements
  • Diploma in Business Administration, Communications, or Business Administration preferred.
  • An equivalent combination of education and experience may be considered.
  • Criminal Record Check that includes the vulnerable sector.
  • Valid BC Driver's license, Class 5, and reliable vehicle.
Preferred Qualifications
  • Transcription of meeting minutes and preparing meeting agendas.
  • Booking travel.
  • Office administrative support.
  • Data management.
  • Advanced knowledge of the Microsoft Office Suite.
  • iCompass Board Meeting software.
  • Experience working with confidential information.
  • Meeting and Event planning.
  • Experience working with First Nations communities.
What We Offer
  • 3 Weeks' Vacation Pay.
  • Extended Health and Dental Benefits.
  • Employer Matched Pension Plan.
  • 15 Statutory Holidays.
  • Paid Winter Holiday Break.
  • Cultural Leave.
  • Discounted Silver Star lift passes.
  • Retention Bonuses after years of service.
  • 15 Paid Sick Days.
  • Paid Personal Leave.
  • Employee Assistance Program.
  • Professional Development Opportunities.