Executive Assistant to the CFO and CAO

Job Responsibility:

k?ik????m First Nation are a distinct BC First Nation whose traditional territory centers on the Coquitlam River Watershed and the surrounding areas. k?ik????m draw our name “Red Fish Up the River” from a run of sockeye salmon that once flourished in the Coquitlam River and Coquitlam Lake prior to the construction of the Coquitlam Dam. Our name reflects the strong connection our people have always had to our lands, and the river and lake at the heart of our traditional territory. The traditional language of the k?ik????m people is h?nq?min?m. Our people descended from Elders who were renowned as spirit and winter dancers, skilled canoe builders and master sturgeon and salmon fishers. The Nation is committed to building a strong, self-governing Nation which honors our rich culture, language and history and is based on ancient Coast Salish laws and protocols. Today, as in the past, we are guided by our teachings of our ancestors to be stewards and guardians of our lands and water for past, present, and future generations.

Job Purpose Under the direction of the CFO and CAO, the Executive Assistant provides co-ordination, administration, facilitation, and support to the finance and administration departments. The EA collaborates with, and when required - provides executive administrative support to: The Chief Financial Officer (CFO) , the Chief Administrative Officer and other Senior Staff of KFN or other short-term project based Office Teams.

Position Overview

This position provides a high-level of administrative support and provides solutions-based approaches to many different day to day operational challenges. To be successful in this role, the Executive Assistant must be a very strong communicator, and must possess very mature, and well-developed interpersonal skills. The Executive Assistant must have a proven ability to serve executive staff in a professional and courteous manner . The ability to take initiative and maintain confidentiality is necessary to succeed in this role. This position requires the ability to manage multiple and often competing priorities, as well as the ability to work non-normal office hours when required. The successful EA will be comfortable working in a dynamic environment with often-times changing goals and priorities.

Job Responsibilities

Executive Assistant Duties

· Co-ordinate and organize all Calendars for the Chief Financial Officer and Chief Administrative Officer

· Screen all incoming calls and e-mails to the CFO and CAO and provide appropriate responses as required;

· Arrange all travel, including hotel and flight bookings, car rentals and ferry reservations, and provide detailed travel itineraries to the CFO and CAO when requested;

· Assist in meetings, including: provide backing research (when required), collection of agenda items, preparation and distribution of agenda packages, assisting with creating presentations (in a variety of formats), and recording, production and distribution of meeting minutes. At times this will involve attending meetings on behalf of the CFO and CAO

· Prepares and edits correspondence, communications, presentations and other documents;

· Arrange and coordinate any meetings or special events for the finance department

· Complete all credit card /travel expense claims for the finance and administration department;

· File and retrieve documents and required reference materials, such as BCR's, meeting minutes and by-laws;

· Receive and interact with incoming visitors on behalf of the Chief Financial Officer and Chief Administrative Officer when necessary;

· Act as the liaison between departments and Council when required;

· Develop and maintain an effective filing system for the department (electronic and paper) and ensure proper storage of computer software, accessories and inventory;

· Attend staff training as required;

· Perform all other related duties as required by the CFO and CAO

Education, Skills and Experience

• Certificate, diploma, or degree in Business Administration, or another relevant field, and a minimum of 8-10 years' experience working in an office assisting Executive employees; or an equivalent combination of skills, knowledge and experience.
• Must demonstrate a high degree of professionalism and good judgment;
• Must be able to operate effectively and show initiative in an environment where there is at times, minimal supervision;
• Must be able to maintain confidentiality of information and use discretion, tact, and diplomacy when addressing sensitive issues;
• Minimum 8-10 years' experience in a similar role and similar environment is required;
• Experience working in a dynamic First Nations organization is desired;
• Must demonstrate appreciation and respect for different cultures and diversity;
• Must possess a very strong command of the English language in both written and oral form;
• Must be able to maintain consistent attendance and punctuality;
• Must be proficient in the use of the Microsoft Office suite;
• Must be able to type at least 60 wpm.

Job Competencies

· Collaboration & Teamwork

· Interpersonal relationships

· Perseverance & Resilience

· Accountability & Results Oriented

· Customer Focus

· Authenticity, Transparency & Integrity

Other requirements

• Valid drivers' license, personal vehicle and the ability to travel from time to time.
• Overtime, weekend and evening work as may be required from time to time.
• Satisfactory criminal record check

Job Types: Full-time, Permanent

Pay: $70,000.00-$80,000.00 per year

Benefits:

• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• On-site parking
• Paid time off
• RRSP match
• Vision care

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Overtime
• Weekends as needed

Work Location: In person