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Clerical & Administrative Victoria Area

Executive Assistant to Executive Director

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Come on down to the annual Prince George Hiring & Post-Secondary Education Expo on Thursday, April 18th, 2024, from 11:00 a.m. – 3:00 p.m. at the Roll-A-Dome, 2588 Rec Place Drive. Come dressed for success with your resume in hand for an opportunity to meet a live recruiter. Free Admission and Open to the public. Position: Executive Assistant to Executive Director Classification:Full time, Permanent Salary:$27.00 - $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. TheExecutive Assistantprovides support to the Executive Director (ED) and ensures accurate and timely information is available in order to make effective decisions. TheExecutive Assistantacts as liaison between other government agencies, private industry, business and any other individuals, groups or agencies operating in the community. TheExecutive Assistantis a key member of the team, and is responsible for ensuring the smooth operations of the ED’s office, the timely preparation of meeting materials, and the execution of administrative functions relative to the support of the ED. Familiarity with indigenous organizations and with the Tŝilhqot’in Nation is preferred. Key Responsibilities Meeting Planning and Execution * Liaise with senior staff, front desk receptionist(s), Chiefs’ Assistants, Band Managers, Community Coordinators or others to schedule meetings * Assure the efficient planning and execution of Board of Directors’ meetings, team meetings, and government meetings when requested * Ensure appropriate supplies for meetings are obtained * Prepare meeting agendas, material preparation and distribution, assisting with meeting logistics and technology * Provide 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 * Prepare and distribute meeting minutes in timely manner * Prepare travel expense claims, purchase orders with appropriate department coding, expense reports, and work visa statements with receipts * Organize on-site catering provided by local business * Support leadership with Tŝilhqot’in Nation event planningAdministration * 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 practicesTravel Management * Organize travel arrangements for the ED, including: flights, hotel rooms, ground transportation arrangements, conference room/meeting set up, on site catering, appropriate coding, and expense reportsReports and Records Maintenance * Research, write, and produce quality reports and presentations * Maintenance of a substantial filing system (paper and digital) * Maintain a detailed list of updated contactsSupervisory * Provide direct supervision the TNG Event’s Coordinator to ensure Nation events are appropriately planned, budgeted, staffed, and executed * Provide direct supervision of the Downtown Office Receptionist to ensure duties are carried out professionally and courteously * Fulfill supervisory duties including timely interventions in event execution, timesheet approval, performance reviews, and identifying training and development opportunitiesOther 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 relationshipsWorking Conditions * Travel will be required * Ability to attend and conduct presentations * Manual dexterity required to use desktop computer and additional hardware * Overtime as required * Lifting or moving up to 25lbs may be requiredPlease send a cover letter, resume and 3 references to: Jenai Nolin Human Resources Generalist & Recruitment 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. Company: Tŝilhqot’in National Government Salary: $27.00 - $30.00 per hour Contract: PERMANENT

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March 24, 2024
April 23, 2024
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