Senior Administrative Assistant

at  Seabird Island Band

POSITION SUMMARY

Reporting to the Controller, the Senior Administrative Assistant will oversee daily clerical tasks related to current and upcoming projects, scheduling appointments, planning meetings, managing phone calls and emails, and maintaining the overall organization of the Finance Department. The Senior Administrative Assistant will also develop and maintain filing systems and assist with creating reports and presentations. Their role is crucial in ensuring the smooth functioning of day-to-day office operations.

SUCCESS PROFILE

What does it take to be successful working in the Finance and Administration department at Seabird Island? Check out the top traits we’re looking for and see if you have the right mix.

• Ethical: Maintains and promotes individual and organizational integrity and values in conduct of all activities.
• Analysis of Data: Diligently examines and challenges details, data, and facts prior to making decisions.
• Role Awareness: Understands one’s role in the world or within a given environment, recognizing, and meeting the expectations placed on a position with clarity and purpose.
• Computer Literacy: Ability to learn new systems quickly or experience of using a variety of relevant software packages.
• Flexible/Adaptable: Maintains effectiveness in diverse work environments characterized by changing circumstances and shifting priorities, displaying adaptability and resilience.

EDUCATION

• Diploma in Business Administration or related field is required.

SKILLS/EXPERIENCE

• Minimum of 5 years of experience in an administrative assistant role
• Minimum 2 years work experience as a senior administrative assistant
• Strong organizational and time-management skills
• Ability to prioritize tasks.
• Professional telephone etiquette and email writing.
• Must be proactive and well-organized, with the ability to prioritize and meet deadlines.
• Ability to work independently and work well with others as part of a team

REQUIREMENTS

• Proficient computer skills with the Microsoft Office 365 Suite (Outlook, Word, Excel, PowerPoint, Teams.)
• Proficient interpersonal and communication (written and verbal) skills.
• Ability to agree as well as adhere to Seabird Island Band Human Resources (HR), Finance, and Information Technology (IT) Policies and Procedures, etc.
• Knowledge, respect and understanding of Stó: lō culture, traditions and language or willingness to learn.
• Experience working with First Nations community is considered an asset.
• Valid BC Driver’s License with a clean Driver’s Abstract within the last 5 years.
• Satisfactory Criminal Record Check
  Reports to: Comptroller

• Manage the schedule, including the planning of meetings, appointments, and travel arrangements, and ensure necessary follow-ups proactively based on priorities.
• Act as the primary point of contact for internal and external stakeholders, demonstrating professionalism and discretion in all interactions.
• Answer phone calls, provide information to callers with correct information.
• Schedule internal and external meetings and events based on staff members’ availability.
• Assist with providing statistical and budget report related information.o Process invoices through Accounts Receivable/Payable.
• Liaise with the procurement department for ordering supplies or creating Purchase Order’s with applicable vendors.
• Contribute to various projects within the Finance Team by providing administrative support and event planning as needed.
• Manage and organize confidential information, legal documents, and correspondence, ensuring timely retrieval and efficient record-keeping.
• Develop and maintain a filing system.
• Create spreadsheets and presentations.
• Preparing and printing documents as requested.
• Work closely with other executive assistants and departments to facilitate cross-functional communication and coordination.
• Other duties or responsibilities as assigned by your Supervisor, Manager, Director, Executive Director, or Chief & Council.