Working within the Inter-Government Affairs Department, the Executive Assistant will provide project support and act as the right hand to the Director of Inter-Government Affairs. Providing assistance regarding financial administration, briefings to the Director, organizing schedules, meeting minutes and action items, monitoring electronic data, responding to enquiries and communications.
What does it take to be successful working in the Inter-Government Affairs at Seabird Island? Check out the top traits we’re looking for and see if you have the right mix.
- Planner: Ability to form short and long-term scheduling of tasks, reports, deadlines, and events.
- Organized: Ability to process and organize electronic and paper documentation and information.
- Personable: A collaborative attitude, participating in the planning, developing, extending services, and promoting effective strategies to encourage a positive workplace atmosphere.
- Communicator: Excellent verbal, written, and listening skills and proven ability to adjust style for various audiences. Being the go-to person for all questions about day-to- day operations.
- Multitasker: The ability to balance competing priorities, meet deadlines, and to work under pressure with minimal supervision.
WORK THAT MATTERS
Seabird Island 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 & 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, and
- Casual dress code
WHAT YOU'LL DO
- Planning the Director’s schedule, organizing meetings, and coordinating teams.
- Assisting with resolving scheduling conflicts with their professional and personal calendars. Coordinating all meetings for which the Director is responsible. This will include room bookings, meals, agenda preparation, minute taking, and preparing meeting document packages.
- Monitoring electronic and paper mail, documentation and information sent to the Director, as well as coordinating follow-ups.
- Prepares, drafts, and finalizes confidential documents memoranda, meeting minutes, letters, briefing reports, scheduled/unscheduled reports, funding proposals, etc.,
- Maintaining a computerized filing system and assisting the Director with the implementation of other electronic office systems. Including confidential files and registries for official document related to the Directors in an orderly and secure manner.
- Monitoring deadlines and the completion of tasks or projects, and related administrative matters.
- Assisting with financial matters for assigned programs, including timesheets, expenses, budgets, etc.
- Responding to general inquires and redirecting telephone calls to appropriate staff.
- Maintaining familiarity with the work and files of coworkers and key contacts. Acting as point of contact regarding day-to-day operation including dealing with all requests for service, appointments, and information.
- Provides communications to the Executive Director, the Directors team, and other key contacts.
- Other duties or responsibilities as assigned by your supervisor, Director, or the Executive Director
WHAT YOU BRING
- Post-secondary education with a Diploma in Business Administration or prefer a BA in Business Administration or related field.
- 3-5 years or more related experience in progressively more senior secretarial positions or related experience.
- Strong financial skills and experience assisting and/or arranging all financial documentation for Director including budgets, honoraria, purchase orders, cheque requisitions, travel arrangements, expense claims, etc.
- Understanding of Human Resources processes and ability to create relationships with teams.
- Comprehensive knowledge of MS Office Suite. Including an advanced level spreadsheet, graphics, records tracking and office calendar/scheduling software.
- Expertise in shorthand or speedwriting, and keyboarding.
- Ability to adhere to Oath of Confidentiality and Seabird Island Band Policies and Procedure.
- Knowledge and respect of Stó:lō culture, traditions and language is considered an asset.
- Experience working with First Nations communities is considered an asset.
- Valid BC Driver’s License, Class 5.
Reports to: Director of Inter-Government Affairs
- 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.