Executive Assistant, Operations

Executive Assistant, Operations & Social

Classification:
Full time, Permanent

Salary:
$ $28.00

Location:
Williams Lake, BC

Deadline: January 16, 2025

The Tŝilhqot'in National Government is based in Williams Lake, British Columbia serving six communities, including ʔEsdilagh, Tl'etinqox, Tl'esqox, Tŝideldel, Xeni Gwet'in, and Yuneŝit'in. The Tŝilhqot'in National Government's mission is to support and empower Tŝilhqot'in peoples to exercise their rights to self-determination within their traditional territories in ways which reflect Tŝilhqot'in philosophy, values, experience and culture.

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
Tŝilhqot'in National Government
1729 South Lakeside Drive
Williams Lake, BC V2G 3A9
Email:

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.