Executive Assistant

The swiya of the shíshálh people lies between Queens Reach in Jervis Inlet and Howe Sound on the south coast of British Columbia. Historically there were four main settlements at kalpilin (Pender Harbour), ts’unay (Deserted Bay), xenichen (Jervis Inlet) and tewankw near Porpoise Bay.Shíshálh Nation is committed to innovation in program and service delivery designed to assist our members and community to achieve greater independence, wellness and self-sufficiency. Foundational to our shared work is the protection, promotion and practice of shíshálh culture, language and laws within our swiya.Under the direction of the Infrastructure Government Services (IGS) Division Manager, the Executive Assistant provides comprehensive executive, administrative, operational, and project-coordination support to the Division Manager (DM) and the Infrastructure Government Services Division.The Candidate:
Maintain the DM’s schedule by organizing and coordinating meeting logistics, and ensure all supporting documentation and agendas are prepared before scheduled meetings.Attend departmental meetings, record minutes, and facilitate and follow up on issues related to meetings, resolutions, and other activities.Project Administration - maintain infrastructure project files;
track project milestones;
monitor deadlines and coordinate consultant documentation.Financial Administration - prepare purchase requisitions;
process invoices;
track departmental expenditures and monitor budget information.Council & Leadership Support - prepare Recommendation Reports;
coordinate Council packages;
prepare presentations;
track Council decisions and monitor action items.Procurement & Contract Administration - coordinate procurement documentation;
assist with tenders;
maintain contractor files and track insurance certificates.Review and screen incoming calls from Nation membership, the general public and business organizations and refer to appropriate staff.Perform clerical functions to ensure all typing, faxing, photocopying and mailing services are completed.Maintain all filing systems, both manual and computer systems.Provide back-up for other key positions within the departments.Create templates, spreadsheets, forms, posters, and PowerPoint presentations as needed and required.Prepare professional and confidential correspondence, memos and documents as requested.Maintain and present a positive and professional image of the executive office at all times.Perform all other tasks within the scope of the position and as assigned.Qualifications, Skills and Abilities:Diploma or Degree in Business Administration, Office Administration, Public Administration or related discipline.Minimum five (5) years of progressively responsible executive administrative experience.Minimum three (3) years supporting senior executives or directors.Experience supporting infrastructure, public works, engineering, local government or Indigenous government operations is preferred.Experience coordinating complex projects, preparing executive reports and records management.Experience working with confidential information.Present self professionally and ethically;
effective communicationskills both verbally and in writing.A driver's license and access to a car. An acceptable Criminal Record Check.The swiya of the shíshálh people lies between Queens Reach in Jervis Inlet and Howe Sound on the south coast of British Columbia. Historically there were four main settlements at kalpilin (Pender Harbour), ts’unay (Deserted Bay), xenichen (Jervis Inlet) and tewankw near Porpoise Bay.Shíshálh Nation is committed to innovation in program and service delivery designed to assist our members and community to achieve greater independence, wellness and self-sufficiency. Foundational to our shared work is the protection, promotion and practice of shíshálh culture, language and laws within our swiya.#J-18808-Ljbffr