Executive Assistant

at  Seabird Island Band

POSITION SUMMARY

Working within the Education Department, Reporting to the Director of Education. The Executive Assistant will play a crucial part in supporting and providing project assistance to the Director. Your responsibilities will include handling financial administration, preparing briefings for the principal, organizing schedules, monitoring electronic data, and managing inquiries and communications. Additionally, you will assist in programming, compliance reports, and ensuring adherence to education jurisdiction for Lalme’ Iwesawtexw. The Executive Assistant will possess excellent organizational and communication skills, attention to detail, and the ability to handle multiple tasks efficiently.

SUCCESS PROFILE

What does it take to be successful working 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. The ability to convert data into information for reporting to various audiences, including internal teams, clients, the community, and external bodies. 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.

EDUCATION

• Certificate or Diploma in Business Administration or related post-secondary certification(s). or Equivalent education and training preferred.

EXPERIENCE

• 3-5 years or more related experience in progressively more senior secretarial positions
• Strong leadership and interpersonal skills including time management, organizational, planning and people skills.
• Must be punctual, trustworthy, and able to work independently to complete assigned tasks.
• Ability to balance competing priorities, multitask, and to work under pressure.
• Knowledge of collecting and analyzing data, and ability to produce reports.
• Able to demonstrate flexibility and creativity when called upon.

REQUIREMENTS

• Proficient computer skills including Microsoft Office 365 Suite (Word, Excel, and Outlook)
• Knowledge, respect, and understanding of Stó: lō culture, history, traditions, and language is considered an asset
• Experience working with First Nations community is considered an asset
• Ability to adhere to an Oath of Confidentiality agreement, Seabird Island Band Policies and Procedures
• Valid BC Driver’s License, Class 5 & clean Driver’s Abstract
• Satisfactory Criminal Record Check
• Excellent verbal and written communication skills
  Reports to: Director of Education

• Coordinate all internal/external meetings for which the Education Director is responsible, including:
• Room bookings, meals, agenda preparation, minute taking, and preparation of meeting document packages.
• Assist in resolving scheduling conflicts with the principal’s professional and personal calendars
• Maintain a computerized filing system and assist the director with the implementation of other electronic office systems as well as monitor electronic and paper mail, information sent to the principal.
• Attend all meetings designated by the director.
• Provide general office support as needed, including photocopying, faxing, etc.
• Prepare, draft, and finalize confidential documents such as memoranda, meeting minutes, letters, briefing reports, scheduled/unscheduled reports, funding proposals, etc.
• Ensure confidential files and registries for official documents related to the principal are kept in an orderly and secure manner.
• Monitor deadlines, task completion, and related administrative matters.
• Assist with financial matters for assigned programs, including timesheets, expenses, budgets, etc.
• Respond to general inquiries and redirect telephone calls to appropriate staff. Act as the point of contact for Director of Education regarding day-to-day operations.
• Provide communications to the Executive Director, the Principal’s team, Directors, C&C and other key contacts.
• Stay fully informed and up to date on matters before the Director of Education.
• In collaboration with the Director, monitor and maintain the associated needs of the school buildings, submitting work orders as needed.
• Prepare updates and briefing reports as necessary.
• Provide communications to teachers and education assistants on behalf of the Director of Education,
• Other duties or responsibilities as assigned by your Director, Executive Director, or Chief & Council.