Acting Executive Administrative Assistant

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Scw’exmx Child and Family Services Society (SCFSS) is seeking a passionate and culturally aware Executive Administrative Assistant to join our team in beautiful Merritt, BC. As a family centered Indigenous organization, we’re guided by nłeʔkepmx and syilx traditional knowledge and principles. Our mission is to keep children with their families and communities through innovative prevention and protection strategies.

**OVERVIEW OF DUTIES & RESPONSIBILITIES**
- Ensure regular reporting requirements are met to the Executive Director, funding bodies, and appropriate agencies to produce appropriate documentation.
- Write, review, and distribute meeting minutes in a timely manner.
- Develop and distribute agendas in a timely manner prior to meetings or events.
- Support the planning, development, and facilitation of meetings, events, and programs.
- Ensure services meet contractual expectations, cultural and traditional needs, as well as legislative and professional requirements.
- Integrate the nłeʔkepmx Framework of Practice and the syilx Child and Family Plan in administrative services.
- Ensure practices are culturally safe, reflective of intergenerational impacts and trauma-informed practice.
- Ensure Elders are actively engaged and involved in the consultation for appropriate initiatives.
- Implement routine consultation with Resident Elders as required.
- Assure quality and integrity of program development in alignment with syilx and nłeʔkepmx culture and traditions.
- Respect clients’ needs for privacy and their right to confidentiality.
- Maintain and cultivate connections between clients, extended families, communities, culture, and traditions.
- Engage with clients as appropriate during programs and events, acting as a positive role model to clients, their families, caregivers, and community members.
- Provide linkages to community services and resources that are appropriate to everyone.
- Connect with other agencies and professionals as required to obtain relevant information and ensure open communication.
- Collaborate and coordinate services with community resources; increase collaborations between community agencies/entities in proactive efforts to preserve family and culture.
- Create and sustain effective strategic relationships with external service providers and organizations.
- Establish a positive, healthy, and safe work environment.
- Provide mentorship and shadowing opportunities for new hires as requested by the Executive Director.
- Develop, monitor, and update an annual Personal Development Plan aligned with SCFSS’s strategic priorities in the Strategic Plan.

**JOB REQUIREMENTS**
- Proven experience in the management and development of teams, with a leadership style that is collaborative, cultural, strategic, and innovative.
- Ability to conceptualize, analyze, investigate, and report on a wide variety of issues.
- Experience in designing, managing, and delivering cultural or language programs, with strong analytical skills to handle qualitative and quantitative data.
- Demonstrated experience in financial management and policy development, with the ability to work collaboratively with the Management Team on fund development and policy implementation.
- Extensive experience working with local Indigenous communities and a comprehensive understanding of Indigenous cultural and traditional approaches, with the ability to prioritize these approaches over Western methodologies.
- Ability to work independently and collaboratively under mínimal supervision.
- Advanced skills in Microsoft Office and other IT platforms for word processing, databases, reports, online communications, and spreadsheets.
- Clear Criminal Record check and Ministry of Children and Family Development Prior Contact Check required before commencement of employment.
- Valid Class 5 BC driver’s license without restrictions.

**EDUCATION & EXPERIENCE**
- Diploma or Degree in Business Administration, Office Administration, Communications, or a related field. A combination of training and experience will be considered.
- Minimum of three years of experience in an administrative setting.
- Formal training in administrative practices, office procedures, and/or basic accounting.

**MINIMUM REQUIRED COMPETENCIES**
- **Indigenous Knowledge**: working knowledge or willingness to learn nłeʔkepmx and syilx culture and language; sensitivity to the historical and systemic impacts on Indigenous families and communities from intergenerational trauma due to colonialism, residential school history, the sixties scoop, and association with the child welfare system
- **Critical Thinking**: analytical, methodical, fact-based decision-making, creative problem solving, and considers different perspectives
- **Communication**: facilitation and presentation skills, professional business writing, clear and confident communication with a variety of audiences
- **Motivation**: self-motivated, can motivate others effectively, high productivity
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