TheTlaaminNation is a modern,forward thinking,self-governingnationlocatedon thebeautifulupper Sunshine Coast(qathetRegion).

Position Summary
Job Type: Full-time, temporary
Hours of Work: Monday Friday, 8:30am 4:30pm
Reporting to: Government Secretary
Department: Administration

The Executive Assistant provides a senior level of confidential administrative support to the Chief Administrative Officer (CAO), Chief Financial Officer (CFO), Executive Council, and Legislative Assembly of Tlaamin Nation.

Key Responsibilities

Performs all duties and responsibilities in accordance with Tlaamin laws, regulations, policies, practices and procedures as directed by the Government Secretary. Maintains confidentiality as required pertaining to citizens, clients, employees and general matters of the Nation.

• Manages the executive calendar and schedule of the CAO, works with multiple, competing and changing priorities to organize appointments, resolve scheduling conflicts, and ensures optimal use of the CAOs time.
• Provides administrative assistance to the CFO, Government Secretary, and Executive Council and Legislative Assembly as required.
• Proactively anticipates administrative and information needs, conducting research on issues and sensitive topics, and preparing, formatting and compiling reports, correspondence, confidential documents, and presentations to a high professional standard.
• Proactively creates and maintains effective workflow and communication channels to accomplish the work of the CAO by handling a variety of projects and tasks simultaneously.
• Organizes meetings and communicates with internal and external stakeholders and responding to inquiries and requests. May include booking venues, catering and coordinating logistics.
• Manages confidential and sensitive matters with discretion and tact and appropriately safeguards the distribution of and access to such information.
• Performs standard office functions for the CAO such as printing, faxing, photocopying, fielding calls and emails, and receives, reviews and evaluates incoming mail.
• Ensures all executive travel arrangements are coordinated when required, ensuring completion of all related travel authorizations and expense reimbursements.
• Supervises the day-to-day activities of the Governance House Front Desk and ensure the Receptionist and Casual staff have the tools, training and resources to accomplish their duties in a safe and respectful work environment.
• Purchase and maintain inventory of all office supplies, promotional supplies, and dignitary gifts.
• Maintains the supplies and inventory of the Council Chambers boardroom.
• Handles purchase orders, requisitions, and receipts of goods for payment of invoices.
• Ensures processes and systems are streamlined, efficient and documented.
• Other administrative duties as required.

Qualifications

Training, Education, Experience

• Post Secondary Certificate or Diploma in Office Administration, Business Administration, Legal Secretary, or another related field.
• 3-5 years of experience providing executive administrative support.
• An equivalent combination of education and experience will be considered.
• Experience supervising and guiding the work of others.
• Class 5 Drivers License and acceptable Drivers Abstract.
• Acceptable Police Information Check.

Knowledge, Skills, Abilities

• Strong knowledge of administrative best practices including records management.
• Knowledge of the general office procedures, including financial, budget, records and management filing systems in an executive office environment.
• Knowledge of the Tlaamin Treaty, constitution, laws, regulations and policies.
• Strong coaching skills and the ability to support and build skills of administrative staff.
• Ability to build and maintain strong relationships with community members and service providers.
• Ability to exercise and model a high degree of professionalism and confidentiality.
• Exceptional attention to detail with superior time management skills, multitasking skills, and ability to prioritize tasks with minimal supervision while meeting deadlines.
• Highly developed communication and interpersonal skills.
• Strong writing skills including report writing.
• Advanced level computer skills including Microsoft Office.
• Strong cultural sensitivity, with a genuine respect for Tlaamin Nation culture, traditions and protocols.

Working Conditions
Work is performed primarily in an office environment. Occasional travel to attend meetings or training is required. Occasional evening and weekend work may be required.

How to Apply

Please apply by uploading your resume and cover letter to: https://tlaaminfirst.bamboohr.com/careers/196

OR

Drop-off/mail Attention: Human Resources Department, Tlaamin Nation, 4779 Klahanie Rd, qathet, BC, V8A 0C4

This posting is open until filled.

We thank all applicants for their interest, however only those shortlisted will be contacted.