Senior Administrative Assistant

2 weeks ago

Agassiz, Canada Seabird Island Band Full time

Position Summary

Reporting to the Controller, the Senior Administrative Assistant will oversee daily clerical tasks related to current and upcoming projects, scheduling appointments, planning meetings, managing phone calls and emails, and maintaining the overall organization of the Finance Department. The Senior Administrative Assistant will also develop and maintain filing systems and assist with creating reports and presentations. Their role is crucial in ensuring the smooth functioning of day-to-day office operations.

Success profile

What does it take to be successful working in the Finance and Administration department at Seabird Island? Check out the top traits we’re looking for and see if you have the right mix. 

Ethical: Maintains and promotes individual and organizational integrity and values in conduct of all activities. Analysis of Data: Diligently examines and challenges details, data, and facts prior to making decisions.
Role Awareness: Understands one's role in the world or within a given environment, recognizing, and meeting the expectations placed on a position with clarity and purpose.
Computer Literacy: Ability to learn new systems quickly or experience of using a variety of relevant software packages.
Flexible/Adaptable: Maintains effectiveness in diverse work environments characterized by changing circumstances and shifting priorities, displaying adaptability and resilience.

Work that matters

Seabird Island Band is a place to learn many skills. We are many nations, but we proclaim one goal to strengthen our pride, our language, our culture, and our freedom.

Seabird Island located 1 kilometer from Agassiz, BC on the beautiful Fraser River, 120 km east of Vancouver.

We’re hiring| Facebook | LinkedIn | For Our Culture

Benefits and perks

Benefits vary by job type, apply after a successful probationary period and are confirmed in the interview and hiring process. 

Extended health and dental benefits, Accrued vacation and sick time, Pension plan with matching employer contributions, Access to internal training programs, professional development, and skill enhancement, Collaboration with an interdisciplinary team Equitable hourly rates Casual dress code

What you’ll do

Manage the schedule, including the planning of meetings, appointments, and travel arrangements, and ensure necessary follow-ups proactively based on priorities.
Act as the primary point of contact for internal and external stakeholders, demonstrating professionalism and discretion in all interactions.
Answer phone calls, provide information to callers with correct information.
Schedule internal and external meetings and events based on staff members' availability.
Assist with providing statistical and budget report related information.
o Process invoices through Accounts Receivable/Payable. Liaise with the procurement department for ordering supplies or creating Purchase Order’s with applicable vendors. Contribute to various projects within the Finance Team by providing administrative support and event planning as needed.
Manage and organize confidential information, legal documents, and correspondence, ensuring timely retrieval and efficient record-keeping.
Develop and maintain a filing system.
Create spreadsheets and presentations.
Preparing and printing documents as requested.
Work closely with other executive assistants and departments to facilitate cross-functional communication and coordination. Other duties or responsibilities as assigned by your Supervisor, Manager, Director, Executive Director, or Chief & Council.

What you bring

Education

Diploma in Business Administration or related field is required. 

Skills/Experience 

Minimum of 5 years of experience in an administrative assistant role
Minimum 2 years work experience as a senior administrative assistant
Strong organizational and time-management skills
Ability to prioritize tasks.
Professional telephone etiquette and email writing. Must be proactive and well-organized, with the ability to prioritize and meet deadlines.
Ability to work independently and work well with others as part of a team

Requirements

Proficient computer skills with the Microsoft Office 365 Suite (Outlook, Word, Excel, PowerPoint, Teams.) Proficient interpersonal and communication (written and verbal) skills. Ability to agree as well as adhere to Seabird Island Band Human Resources (HR), Finance, and Information Technology (IT) Policies and Procedures, etc. Knowledge, respect and understanding of Stó: lō culture, traditions and language or willingness to learn. Experience working with First Nations community is considered an asset. Valid BC Driver’s License with a clean Driver’s Abstract within the last 5 years. Satisfactory Criminal Record Check 

Reports to: Comptroller 

Pre-employment screening

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 SIB HR Policy, protecting the integrity and confidentiality of information gathered during the evaluation.

Seabird Island is an equal opportunity employer and encourages applications from all qualified individuals. Pursuant to S. 41 of the BC Human Rights code, preference may be given to Applicants of Indigenous, 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. 

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