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administrative assistant

Posted on December 11, 2024 by Employer details Neskonlith Indian Band

Job details

*Position*: Administrative Assistant to Director of Council Operations *Status*: Full-time and Part-time positions, 12 months Term *Schedule*: Monday ? Friday, 8:30 am ? 3:30 pm *Reporting to*: Director of Council Operations *Salary Range*: $22 ? $25 per hour depending on candidate experience *Summary of Position*: The Administrative Assistant a crucial role within the Neskonlith Indian Band, providing comprehensive support to the Chief and Council under the direction of the Director of Council Operations. This position demands a high level of organization, excellent communication skills, and the ability to handle sensitive information with discretion. The Administrative Assistant will be responsible for managing the daily operations and schedule of the Chief and Council, facilitating communication between departments, and ensuring that all administrative functions are executed efficiently. *Duties and Responsibilities*: * Work directly with the Director of Council Operations to support all aspects of the Chief and Council?s daily work routine. * Assist with the Chief and Council?s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs. * Serve as a liaison between Chief and Council, staff, and the community under the direction of the Director of Council Operations. This includes receiving and screening incoming phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution. * Coordinate work with other NIB departments and staff as needed; position plays a key role in the coordination of staff efforts both within and outside the operations department. * Provide coordination, monitoring, and communication of projects and programs from all areas of the Band operations. * Assist in project management activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration of end-users and key stakeholders. * Serve as a primary point of contact for Chief and Council, including helping to coordinate the work of different groups and providing administrative support for Chief and Council, Director?s, and FAC meetings and meetings with other governance bodies. * Assist in the development of presentations and briefing notes for internal and external audiences. * Determine the priority of matters of attention for Chief and Council; redirect matters to staff to handle, or handle matters personally, as appropriate. * Keep Chief and Council advised of time-sensitive and priority issues, ensuring proper follow-up. * Handle printing, transmitting, mail, email, copying, filing, and other duties as may be required in the performance of the duties and responsibilities of the position. * Compose and prepare correspondence for Chief and Council?s approval/signature. * Schedule Director?s Meetings; assist in the preparation and distribution of meeting agendas and materials; take minutes of meetings when required (Director?s, FAC, other). * Transcribe source material, prepare documents, reports, tables, and charts; distribute as appropriate. * Maintain paper and electronic filing systems. * Maintain confidential and sensitive information. * Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material. *Qualifications*: * Excellent verbal and written communication skills. * Time-management skills. * Ability to pay attention to detail. * Effective interpersonal skills. * Ability to multitask and remain organized. * Intermediate level proficiency in Office360. * Previous experience working in a First Nations financial environment is an asset. *Work Conditions & Requirements:* * On-site * Working Hours: 8:00am-3:30pm (Monday ? Friday) * Ability to be mobile for an extended period of time. *