EXECUTIVE ASSISTANT (FISHERIES DEPARTMENT)

POSITION SUMMARY

POSITION: EXECUTIVE ASSISTANT (FISHERIES DEPARTMENT)
HOURS: FULL-TIME, PERMANENT (35 HOURS/WEEK, MONDAY TO FRIDAY)
REPORTS TO: FISHERIES MANAGER

The Executive Assistant provides confidential administrative and clerical support for the Fisheries Manager and Fisheries staff.

The successful applicant must provide proof of having received two doses of a COVID-19 vaccine.

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DUTIES AND RESPONSIBILITIES

  • Provides professional administrative and clerical support in accordance with the approved practices, policies, budgets, standards and guidelines including:
    • prepares and modifies documents including correspondence, reports, memos and emails;
    • maintains electronic and hard copy filing system;
    • opens, sorts, scans, copies, emails, and distributes incoming/outgoing correspondence/documents;
  • Manages the scheduling, tracking and coordination of Fisheries Manager commitments;
  • Assists with the development of administrative initiatives led by the Fisheries Manager;
  • Prioritizes and coordinates the timely and efficient flow of information from the Fisheries Manager, administration, staff and stakeholders;
  • Communicates and responds to routine requests or inquiries via telephone, email or in-person;
  • Requests, compiles and organizes correspondence and reports for signature by the Fisheries Manager in order to meet deadlines;
  • Liaises with information technology and other contractors to address or follow-up on issues identified by the Fisheries Manager;
  • Takes and transcribes meeting minutes including:
    • Refers to the meeting agenda to formulate a meeting minute outline;
    • Takes rough impartial notes that accurately reflect the decisions and discussion that took place during the meeting;
  • Prepares weekly purchase orders with supporting documents for the Fisheries Manager;
  • Maintains and secures electronic and paper files as prescribed by the Fisheries Manager;
  • Communicates with vendors and contractors to gather missing documents required for payments;
  • Participates in relevant training and workshops identified by the Fisheries Manager;
  • Monitors areas of responsibility for opportunities for improvement and innovation and works proactively to implement these;
  • Attends departmental meetings and events as required;
  • Exercises high degree of tact and diplomacy with the TFN Membership and all Band contacts;
  • Maintains strict confidentiality and exercises sound judgment and discretion when dealing with sensitive issues;
  • Presents a professional, positive and helpful attitude at all times;
  • Promotes a safe work place; ensures that all established safety procedures are followed;
  • Carries out other duties essential to the position as directed by the Fisheries Manager.

EDUCATION AND EXPERIENCE

  • Grade 12 graduation (Dogwood or BC Adult Graduation Diploma); and
  • 3 years’ experience working with a First Nation organization in an administrative position; or
  • An equivalent combination of education and experience;
  • Post-secondary diploma or certificate/training in business or office administration an asset;
  • An equivalent combination of education and experience;
  • Experience creating documents, spreadsheets, memos, messages etc. with Microsoft programs;
  • Experience maintaining records, filing and correspondence tracking, coordinating meetings, taking and transcribing minutes and drafting correspondence

OTHER REQUIREMENTS

  • Clean criminal record check required.

DEADLINE FOR APPLICATIONS: TUESDAY, JULY 5, 2022 (4:00 pm)

Submit cover letter (including salary expectations) and resume using one of the methods below:

HOW TO APPLY

Apply Now Online

OR

Please direct applications to:

Cathy Webster
Governance/HR Support Manager
Tsawout First Nation
7728 Tetayut Rd. Saanichton, BC
V8M 2C3

Email: cwebster@tsawout.ca
Phone: (250) 652-9101 ext. 304
Fax: (250) 652-9114

Pursuant to Section 41 of the BC Human Rights Code, preference may be given to applicants of Aboriginal Ancestry.

We thank all interested applicants, however, only those short-listed will be contacted for an interview.