Executive Assistant, Operations & Social

Executive Assistant, Operations & Social

Classification: Full time, Permanent

Salary: $25.00 - $30.00

Location: Williams Lake, BC

Deadline: Until Filled

The Tŝilhqot’in National Government (TNG) is the official First Nations government serving the Tŝilhqot'in Nation. TNG is located in Williams Lake, British Columbia and serves six communities, including ʔEsdilagh, Tŝideldel, Yuneŝit'in, Tl'etinqox, Xeni Gwet'in, and Tl'esqox.

The Executive Assistant, Operations & Social is responsible for ensuring the smooth operations of the office, the timely preparation of meeting materials, and the execution of administrative functions relative to the support of the Director of Operations and Social-Cultural-Education-Justice Sub-Table Manager.

Key Responsibilities

Meeting Planning and Execution

Ensures appropriate supplies for meetings are obtained

Meeting agendas, material preparation and distribution, assisting with meeting logistics and technology

Provides drafts of correspondence for editing, revise and finalize correspondence for signature or distribution

Record meetings and provide substantive notes with respect to meeting comments, decisions, and actions

Timely preparation of meeting minutes and distribution

Preparation of travel expense claims, purchase orders with appropriate department coding, expense reports, and work visa statements with receipts

Timely communication and preparation of any on site catering provided by local business

Assistance at Nation events

Administration

Provide logistical support for the bookable meeting rooms, including monitoring the calendar of meetings, trouble-shooting meeting requirements

Receive calls, emails and take messages, route communication, and correspondence appropriately

Manage routine enquiries and business

Routine photocopying, typing, spreadsheets, filing, and other administrative duties

Integrate activities and events with our Tŝilhqot’in cultural protocols and traditional practices

Communications and Marketing

Preparation of draft posters, notices, and announcements

Travel Management

Extensive travel arrangements for our Support Team(s), including: flights, hotel rooms, ground transportation arrangements, conference room/meeting set up, on site catering, appropriate coding, and expense reports

Provide support and communication to the business worked with in regards to flights, hotel rooms, conference room(s), and/or on-site catering to ensure all is confirmed, and any trouble-shooting is predicted and taken care of with appropriate staff

Records Maintenance

Maintenance of a substantial filing system (paper and digital)

Maintain a detailed list of updated contacts

Reports

Research, write and produce quality reports and presentations

Assist/aid with grant reporting

Training and Development

Participate, take lead role in setting up community and staff training events

Participate in available training opportunities

Other duties as assigned

Requirements

Post-secondary education in a relevant field (Administration, English, Communications or other)

A minimum of two years of experience in an administrative assistant role

Strong interpersonal skills and demonstrated diplomacy

Ability to make a variety of guests in the office feel welcome, especially Leaders and Elders

Work with all levels of staff in a professional and respectful manner

Ability to thrive in a fast-paced environment

Superior verbal and writing skills

Proficiency with all Microsoft Office software

Exceptional organizational skills, with proven ability to meet deadlines in a professional manner

Comfortable with multiple reporting-type relationships with capacity to advance and balance multiple priorities

Highly resourceful team player, able to work independently and make sound, informed decisions

Proven ability to maintain confidentiality

Proven ability to build effective working relationships

Working Conditions

Travel may be required

Ability to attend presentations

Manual dexterity required to use desktop computer and additional hardware

Overtime as required

Lifting or moving up to 15lbs may be required

Please send a cover letter, resume and 3 references to:

Jenai Nolin

Human Resources Generalist & Recruitment

Tŝilhqot’in National Government

172+ South Lakeside Drive

Williams Lake, BC V2G 3A+

Email: jenainolin@tsilhqotin.ca

Preference will be given to those of Aboriginal Ancestry - per Section 16(1) of the Canadian Human Rights Act.

Only those invited to interview will be contacted.