Administrative Assistant

2 weeks ago

Sechelt, Canada shíshálh Nation Full time

**The Position**

Under the general supervision of the Council and working closely with other support staff, the Council Administrative Assistant provides support to the Councillors as required and requested. Duties include, but are not limited to, attending meetings, preparing agendas, minutes, and reports, and, in general, providing the Councillors and staff administrative support to operate effectively and efficiently. The ability to take initiative and maintain confidentiality is necessary to succeed in this role; along with the ability to manage multiple and conflicting priorities.
- Answer general phone inquiries using a professional and courteous manner.
- Reply to general information requests with accurate information.
- Use computer word processing, spreadsheet, and database software to prepare reports, memos and documents.
- Meeting scheduling, agenda preparation, minute taking, distribution, etc.
- Sort incoming mail, faxes, and courier deliveries for distribution.
- Prepare and send outgoing faxes, mail, and courier parcels.
- Assisting with Council package creation, printing and distributing.
- Purchase, receive and store the office suppliers ensuring that basic supplies are always available.
- Assist with Program and Event logistics, booking spaces, preparing promotional flyers and ensuring appropriate dissemination, and organization of food ordering/pickup/delivering/drop off.
- Code and file material according to the established procedures.
- Code and file financial material according to established records management procedures.
- Be a backup to the Executive Assistant and Reception from time-to-time.
- Other duties as assigned within the scope of the position.

**Qualifications, Skills and Abilities**:

- High School Diploma; College or University (preferred).
- Post-secondary education in Business, Computers, Administrative Assistant Programs or Office Management is an asset
- 1-3 years experience in an office setting
- Computer skills, Microsoft Word, Excel, Outlook, typing, etc.
- Experience answering a multi-line phone system and transferring calls
- Ability to maintain a high level of accuracy and confidentiality.
- Experience working for an indigenous organization is a great asset.
- Experience working with a Council in an administrative capacity is an asset.
- Attention to detail is a must.

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