Executive Assistant

at  Tsawout First Nation

EDUCATION AND EXPERIENCE

• Grade 12 graduation (Dogwood or BC Adult Graduation Diploma);
• Post-secondary diploma or certificate/training in business or office administration an asset;
• Minimum of 1 years’ experience in general office responsibilities and procedures; or
• An equivalent combination of education and experience;
• Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
• Experience with finance records, reports, budgets an asset;
• Experience maintaining records, filing and correspondence tracking, taking and transcribing minutes and drafting correspondence;
• Valid BC drivers license, reliable vehicle and clean drivers abstract required;
• Clean criminal record check required.

• Provides professional administrative and clerical support in accordance with the approved practices, policies, budgets, standards and guidelines including:
• Prepares and modifies documents including correspondence, reports, memos and emails;
• Maintains electronic and hard copy filing system;
• Opens, sorts, scans, copies, emails, and distributes incoming/outgoing correspondence/documents;
• Manages the scheduling, tracking and coordination of the Health Director’s commitments;
• Assists with the development of administrative initiatives led by the Health Director;
• Prioritizes and coordinates the timely and efficient flow of information from the Health Director, administration, staff and stakeholders;
• Communicates and responds to routine requests or inquiries via telephone, email or in-person;
• Requests, compiles and organizes correspondence and reports for signature by the Health Director in order to meet deadlines;
• Liaises with information technology and other contractors to address or follow-up on issues identified by the Health Director;
• Coordinates and communicates departmental meetings and events using shared calendar and other means of communication; books and sets up meeting rooms;
• Prepares meeting agendas and compiles packages for departmental or project related meetings; and takes and distributes minutes for department meetings as well as action items within three (3) days of each meeting;
• Ensures that copies of all meeting minutes are filed appropriately, keeping all minutes together in a file for future reference;
• Attends meetings on behalf of the Health Director as required;
• Prepares weekly purchase orders with supporting documents for the Health Director;
• Creates, maintains and secures electronic and paper files, records, manuals and other documents as prescribed by the Health Director;
• Flags and refers general inquiries made of the for action;
• Oversees the documentation/inventory of all Department assets including serial numbers;
• Communicates with vendors and contractors to gather missing documents required for payments;
• Participates in relevant training and workshops identified by the Health Director;
• Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
• Attends departmental meetings and events as required;
• Exercises high degree of tact and diplomacy with the TFN Membership and all Nation contacts;
• Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
• Presents a professional, positive and helpful attitude at all times;
• Promotes a safe work place; ensures that all established safety procedures are followed;
• Carries out other duties essential to the position as directed by the Health Director.