Position: Administrative Assistant to Director of Council Operations

Status: Full-time, 12 months Term

Schedule: Monday – Friday, 8:30 am – 3:30 pm

Reporting to: Director of Council Operations

Salary Range: $20 – $24 per hour depending on candidate experience

Summary of Position:

The Administrative Assistant a crucial role within the Neskonlith Indian Band, providing comprehensive support to the Chief and Council under the direction of the Director of Council Operations. This position demands a high level of organization, excellent communication skills, and the ability to handle sensitive information with discretion. The Administrative Assistant will be responsible for managing the daily operations and schedule of the Chief and Council, facilitating communication between departments, and ensuring that all administrative functions are executed efficiently.

Duties and Responsibilities:

• Work directly with the Director of Council Operations to support all aspects of the Chief and Council's daily work routine.
• Assist with the Chief and Council's calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between Chief and Council, staff, and the community under the direction of the Director of Council Operations. This includes receiving and screening incoming phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other NIB departments and staff as needed; position plays a key role in the coordination of staff efforts both within and outside the operations department.
• Provide coordination, monitoring, and communication of projects and programs from all areas of the Band operations.
• Assist in project management activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders.
• Serve as a primary point of contact for Chief and Council, including helping to coordinate the work of different groups and providing administrative support for Chief and Council, Director's, and FAC meetings and meetings with other governance bodies.
• Assist in the development of presentations and briefing notes for internal and external audiences.
• Determine the priority of matters of attention for Chief and Council; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep Chief and Council advised of time-sensitive and priority issues, ensuring proper follow-up.
• Handle printing, transmitting, mail, email, copying, filing, and other duties as may be required in the performance of the duties and responsibilities of the position.
• Compose and prepare correspondence for Chief and Council's approval/signature.
• Schedule Director's Meetings; assist in the preparation and distribution of meeting agendas and materials; take minutes of meetings when required (Director's, FAC, other).
• Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material.

Qualifications:

• Excellent verbal and written communication skills.
• Time-management skills.
• Ability to pay attention to detail.
• Effective interpersonal skills.
• Ability to multitask and remain organized.
• Intermediate level proficiency in Office360.
• Previous experience working in a First Nations financial environment is an asset.

Work Conditions & Requirements:

• On-site
• Working Hours: 8:00am-3:30pm (Monday – Friday)
• Ability to be mobile for an extended period of time.
• Ability lift, carry, and manoeuvre heavy objects, up to 50 lbs.

We Offer:

• Great culture, high growth, collaborative environment.
• Compensation for this role includes competitive base salary based on experience.
• Comprehensive benefits package including extended medical, dental, etc.

Preferential Hiring Policy:

In accordance with Section 16(1) of the Canadian Human Rights Act and pursuant to Section 42 of the BC Human Rights code, it is NIB Policy to practice preferential hiring for Aboriginal peoples. Candidates who wish to qualify for preferential consideration must self-identify.

Company Address:

Neskonlith Indian Band
743 Chief Neskonlith Drive
Chase, BC

Work Eligibility:

Applicants must be legally authorized to work in Canada.

Background Check:

A background check will be required for the selected candidate prior to the job offer.

Accommodation Statement:

Accommodations are available upon request for candidates taking part in all aspects of the selection process. If you require accommodations, please email [email protected] detailing your needs.

Equal Opportunity Statement:

Neskonlith is an equal opportunity employer. We are committed to creating an inclusive environment for all employees and welcome applications from individuals of all backgrounds and experiences.

Posting Closing Date: Until Filled

Please email your application to [email protected]

How to Apply:

Please email your application including a cover letter detailing your experience, references, and resume to: Kyle Wright
Email: [email protected]
Subject line: Administrative Assistant to Chief and Council

We thank all applicants for their interest. Only those selected for further consideration will be contacted.