Administrative Assistant

Position Summary

Seabird Island is committed to providing essential support to office operations. We are dedicated to creating a

culturally safe and inclusive environment that respects and values Indigenous knowledge. We are seeking an Administrative Assistant to join our team, performing general clerical duties according to established procedures.

Under the direction of the Reception and Mail Services Team Lead, the Administrative Assistant provides support to staff and leadership by ensuring proper administrative processes.

Work that matters

Sq'éwqel (Seabird Island Band) is located 1 kilometer from Agassiz, BC on the beautiful Fraser River, 120 km east of Vancouver. We are dedicated to fostering a vibrant and resilient community. Our work spans a diverse range of services including housing, education, health, wellness, early childhood development, community infrastructure, and cultural vitalization. By joining our team, you will be part of an organization that values First Nations knowledge, promotes self-advocacy, and strives to create a holistic and culturally safe environment for all community members.

Become a part of our team and help us continue making meaningful impacts every day.

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What you'll do

Mail Services

• Pickup incoming/drop off outgoing mail from local post office locations as needed.
• Open, scan, sort, and record all incoming mail.
• Direct/deliver / and process all incoming mail to appropriate mail slots individual, offices, and buildings or program areas.
• Log and apply appropriate postage to all outgoing mail.
• Ensure all mail services are handled with the strictest of confidence.
• Maintains and updates the operating procedures of mail services.

Reception Duties (as needed)

• Respond to telephone, e-mail, and in-person inquiries from clients, business partners, and other parties.
• Keep up to date on all events, information, and be able to answer questions to callers and clients.
• Refer all inquiries to the appropriate individuals, divisions, or departments across the organization.
• Take and record telephone, e-mail, or written messages for staff members.
• Receive various forms of paper correspondence.
• Provide information to staff and/or clients about special activities.
• Observe and report any security issues to supervisor.
• Maintain the reception in a tidy and presentable manner.
• Accept and monitor inbound shipments as necessary.
• Presenting a positive professional image of the organization to all visitors, suppliers, inquiries, and other interactions.
• Establishing proactive, positive, and constructive working relationships with employees and the community.
• Collaborating with other reception team members and teams.

Support & Coordination

• Provide general administrative support, including filing, photocopying, and organizing documents

Other Duties

• Additional responsibilities as needed to support the community and uphold our shared values.

What you bring

Qualifications

• High School Diploma or GED
• Must be able to lift 25+lbs
• Administrative Assistant certificate is considered an asset.
• Strong attention to detail and organizational skills.
• Ability to handle confidential information with discretion.
• Effective communication and teamwork skills.

Preferred:

• First Nations candidates are strongly encouraged to apply.
• Lived experience as a member of a First Nations community.
• Knowledge and understanding of Seabird Island's culture, traditions, teachings, community dynamics.
• Ability to respond quickly and professionally to community or colleague needs and inquiries.
• Excellent writing, editing, and verbal communication skills.
• Experience with HRIS and ATS software preferred.
• Experience in Citation Canada or Bamboo HR is preferred.

Cultural Competency:

• Deep understanding of First Nations cultures, traditions, and contemporary issues.
• Experience working within Indigenous communities and applying culturally safe practices.
• Understanding of intergenerational trauma and its impacts on Indigenous peoples and communities.

Working / Special Conditions

• Initial and ongoing employment is subject to submission of a clear Criminal Record Review Program Check to ensure the safety and trust of the communities we serve. This check will be conducted every five years.
• Initial and ongoing commitment to the values and guidelines of Sq'éwqel (Seabird Island Band), including our policies, procedures, standards of practice, and laws, is essential. This commitment supports our collective work, the community, and the responsibilities of this role.
• Must possess a valid class 5 driver's license and have access to safe and reliable transportation, insured for community-based use, to effectively engage and support projects, work, and initiatives.

Reports to: Reception and Mail Services Team Lead

How to apply

Have a question about this position before you apply? Email

Employment is conditional upon completing pre-employment screening to ensure a safe and secure work environment in which students, staff, members, families, community, as well as resources, and assets are protected. All background checks, reference checks and criminal record checks are performed in accordance with Seabird Island Human Resources Policy Manual, protecting the integrity and confidentiality of information gathered during the evaluation.

Pre-Employment Screening

Seabird Island is an equal opportunity employer and is committed to creating a diverse and inclusive workplace. We are committed to fostering diversity, equity, and inclusion. We recognize and value the unique perspectives, experiences, and contributions that Indigenous people bring to our team. We actively encourage applications from Indigenous people. Pursuant to S. 41 of the BC Human Rights Code, preference may be given to applicants of First Nations, Métis, or Inuit heritage. We are interested in every qualified candidate who is eligible to work in Canada; however, we are not able to sponsor visas.

We thank you for your interest. Only those selected for an interview will be contacted.