Senior Executive Assistant & Administration Supervisor

at  Tsawwassen First Nation

Tsawwassen First Nation (TFN) is a proud Coast Salish nation with our land base situated in Tsawwassen, B.C. In 2009, the Tsawwassen First Nation Final Agreement came into effect – this treaty was the first modern urban treaty in BC and the first treaty to be successfully negotiated through the BC Treaty Commission process.
Tsawwassen First Nation also became a full member of Metro Vancouver, the first First Nation to do so. We are now going through a period of revival and renewal as we plan our future and seek opportunities to sustain our growth physically, economically and culturally, for present and future generations.

EDUCATION/EXPERIENCE:

• Ability to multitask is a key priority of this position
• Multi-line telephone system experience strongly desired
• Intermediate to advanced keyboarding skills (e.g. 50 wpm with accuracy)
• Strong verbal and written communication skills essential
• Degree, Diploma or Certificate in Office Administration or experience in a related field
• Minimum of 3-5 years of experience in the clerical field or in a related area
• Knowledge of commonly used office administration tools, concepts, practices, and procedures
• Should have a working knowledge or experience with filing systems
• Be punctual and reliable
• Professional appearance and demeanor
• Experience working in a First Nation environment preferred or possess cultural awareness and sensitivity
• Excellent interpersonal skills
• Proficient in with MS Office Suite including Excel, Word, and Outlook
• Well-developed organizational skills, including exceptional attention to detail
• Demonstrated work ethic
• Valid BC Driver’s License (Class 5) and reliable personal vehicle
• Satisfactory Criminal Record Check

• Provide executive assistance to the Chief as required
• Manage relationships with Members, staff, service providers and vendors
• Coordinate admin building meetings and conference room booking
• Liaise with leadership to handle requests and queries
• Provide general support to visitors in a professional and friendly manner
• Carry out any other tasks deemed necessary by the Management Team
• Manage inventory of office, kitchen and snack supplies
• Track expenses on the corporate credit card and provide receipts and any supporting documentation to Finance team
• Provide training and mentorship to EA and Administration staff
• Complete annual reviews for departmental staff
• Provide back up to sort incoming and outgoing mail and courier deliveries
• Daily walk-through of the office to ensure everything is in order
• Providing support to departmental staff across the organization
• Share responsibilities for frontline support with the Receptionist and other admin staff including relief coverage, special projects, and event assistance
• Creating Word and Excel documents (e.g. letters, templates, spreadsheets) per departmental requests and needs
• Operate (or learn how to operate) photocopiers, telephone systems, postage meters, scanners
• Use MS Outlook to send out all staff emails using appropriate protocols
• Use writing skills and attention to detail to assist in the creation of newsletters and other internal and external communications