Administrative Assistant

Title:                     Administrative Assistant

Department:     Community Development

Status:                 Full Time Regular (35 hours per week)

Pay Grid:             Professional ($38,038.00 to $53,599.00 per year)

Reporting to:     Director of Community Development

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Summary of Duties:

Reporting to the Director of Community Development, the Administrative Assistant provides support to the Director of Community Development for effective program and service delivery. There will is a high degree of collaboration and interaction with other Lil’wat Administrative Assistants, community, and leadership. This work is highly confidential in nature and requires a significant amount of attention to detail. Resourcefulness and the ability to work with little supervision are paramount in this position.

Key Deliverables and Expectations:

• Assists the Director with communication including operations and service delivery, promoting and coordinating events and meetings.
• Provide administrative support for meetings, conference calls, and video meetings, including scheduling, preparing and circulating agendas, taking minutes, and compiling follow-up materials.
• Coordinate logistical support for meetings and events, ensuring materials and equipment (e.g., projector, screen, microphone) are properly set up.
• Manage information systems, including research and information gathering, and the creation, storage, retrieval, maintenance, and organization of records and materials.
• Assist with communications by supporting the preparation and distribution of communication materials, and by drafting and typing correspondence, reports, and other documents as requested.
• Provides leadership in all aspects of IT, including electronic systems for OneFeather, Payworks, ERequester, including for the purpose of supporting budget tracking.
• Assisting the Director, with annual financials, and budgets, quarterly reports and other monitoring activities.
• In consultation with the Director, supports the coordination staff training sessions, event planning and wellness activities.
• Respond to incoming communications, including answering telephone calls, checking messages, greeting and directing visitors, collecting and distributing incoming faxes, and handling incoming mail.
• Assist clients in filling out forms, either electronically or on paper.
• Ensure all office equipment is in proper working order, order and maintain office supplies, cleaning equipment, and other necessary items, and place service calls when needed.
• Always act in the strictest confidentiality and professional manner, including outside regular working hours.
• Perform other related duties as requested.

Experience and Attributes: 

• College degree, diploma in business administration or office administration or an equivalent combination of education, training, and experience. 
• Must have 1-3 years of administrative experience with a willingness to learn.
• Strong proficiency in Microsoft Word, Outlook, Excel, and PowerPoint.
• Accounting Fundamentals an asset.
• Knowledge of office management systems and procedure (knowledge and experience using Erequester an asset)
• Outstanding written and verbal communication skills in the English language.
• Ability to work independently and as an integral member of various teams. 
• Strong organizational skills, meticulous attention to detail, and time management skills. 
• Ability to meet deadlines, prioritize assignments, manage multiple tasks simultaneously and maintain confidentiality. 
• Motivated self-starter and with strong interpersonal skills.
• Highly professional in all aspects of business, presentation and interaction with all stakeholders, clients, and Members.
• Knowledge and interest in Lil’wat Nation territory, culture and history an asset.
• Valid BC Class 5 Driver’s License, a clean Driver’s Abstract, and a reliable vehicle.
• Must be able to provide a clear Criminal Record Check, including the vulnerable sector.

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