Executive Assistant

**EXECUTIVE ASSISTANT - Tsawout First Nation - Fisheries Department**

The Fisheries Department is responsible for the stewardship of the Tsawout First Nation's (TFN) water resources and their habitat. The Department provides vital services for TFN including a productive and sustainable fishery, safe sources of seafood, the recovery and conservation of protected resources, and healthy ecosystems. The Department is key to the scientific understanding and management of not only the TFN’s fisheries, but also its waterways in general. By monitoring the health and population of the fish and other residents of the TFN territorial oceans, rivers, and lakes, the Department develops an understanding of the overall condition of those waters.

The Executive Assistant provides confidential administrative and clerical support for the Fisheries Manager and Fisheries Department

**Duties and Responsibilities**
- Provides professional administrative and clerical support in accordance with the approved practices, policies, budgets, standards and guidelines including:

- Maintains electronic and hard copy filing system;
- Manages the scheduling, tracking and coordination of Fisheries Manager commitments;
- Assists with the development of administrative initiatives led by the Fisheries Manager;
- Prioritizes and coordinates the timely and efficient flow of information from the Fisheries Manager, administration, staff and stakeholders;
- Requests, compiles and organizes correspondence and reports for signature by the Fisheries Manager in order to meet deadlines;
- Liaises with information technology and other contractors to address or follow-up on issues identified by the Fisheries Manager;
- Coordinates and communicates departmental meetings and events using shared calendar and other means of communication; books and sets up meeting rooms;
- Prepares meeting agendas and compiles packages for departmental or project related meetings; and takes and distributes minutes for department meetings as well as action items within three (3) days of each meeting;
- Ensures that copies of all meeting minutes are filed appropriately, keeping all minutes together in a file for future reference;
- Attends meetings on behalf of the Fisheries Manager as required;
- Prepares weekly purchase orders with supporting documents for the Fisheries Manager;
- Creates, maintains and secures electronic and paper files, records, manuals and other documents as prescribed by the Fisheries Manager;
- Flags and refers general inquiries made of the Health Manager for action;
- Oversees the documentation/inventory of all Fisheries Department assets including serial numbers;
- Communicates with vendors and contractors to gather missing documents required for payments;
- Participates in relevant training and workshops identified by the Fisheries Manager;
- Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
- Attends departmental meetings and events as required;
- Exercises high degree of tact and diplomacy with the TFN Membership and all Nation contacts;
- Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
- Presents a professional, positive and helpful attitude at all times;
- Promotes a safe work place; ensures that all established safety procedures are followed;
- Carries out other duties essential to the position as directed by the Fisheries Manager.

**Education/Experience**:

- Grade 12 graduation (Dogwood or BC Adult Graduation Diploma)
- Post-secondary diploma or certificate/training in business or office administration an asset
- Minimum of 1 years' experience in general office responsibilities and procedures; or an equivalent combination of education and experience
- Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs
- Experience maintaining records, filing and correspondence tracking, taking and transcribing minutes and drafting correspondence
- Valid BC drivers license, reliable vehicle and clean drivers abstract required
- Clean criminal record check required

**Knowledge, Skills, and Abilities**
- Sound knowledge of routine office practices, systems and procedures; and of the proper form of business letters and business English;
- Sound knowledge of word processing, spreadsheets, presentation and publisher using Microsoft Office;
- Sound knowledge of creating formal minutes, and professional documents or presentations;
- Sound organizational skills and extremely detail-oriented;
- Advanced verbal and written communication skills including the ability to provide, obtain or follow clear, concise and accurate information orally and in writing (including spelling, grammar, context and structure);
- Ability to exercise initiative and courtesy and to assess situations and recommend solutions;
- Ability to work independently with limited direction, act on own initiative, set own prio