Job Description
The Executive Assistant to the Chief will be responsible for providing essential administrative and executive support to the Chief. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The Executive Assistant is also responsible for building and maintaining good working relationships with all stakeholders.
The day-to-day responsibilities include managing schedules and meetings, responding to emails, reviewing and writing correspondence, completing briefing notes, and identifying and prioritizing items for attention. The Executive Assistant will also perform administrative support tasks such as scheduling travel and tracking and maintaining expenses.
Location - Flexible (Remote and/or in Office)
DUTIES & RESPONSIBILITIES
- Provide leadership and manage overall administrative functions for the Chief, oversee workflow, troubleshoot, and provide assistance where required.
- Provide executive support to the Chief – travel arrangements, meeting planning correspondence, and prioritizing inquiring or requests while troubleshooting conflicts and making recommendations to ensure smooth day-to-day engagements.
- Provides sophisticated calendar management and daily schedule for meetings with the necessary background and materials and speaking notes.
- Draft outgoing correspondence in accordance with instructions provided.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the Chief, including those of a sensitive or confidential nature and determine appropriate course of action, referral, or response.
- Work closely with the Chief to keep them well-informed of upcoming commitments and responsibilities, following up appropriately.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Chief, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the Chief’s style and organization policy.
- Work closely with the Chief to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate the Chief’s needs in advance of meetings, conferences, etc.
- Maintain and track all expenses of the Chief, including monthly credit card reconciliation.
- Maintain open communications with the WLFN team.
- Supports the mission, vision, and values of Williams Lake First Nation.
- Contributes to the WLFN’s ongoing success by accomplishing other duties as required or assigned.
The duties listed are provided as examples of area of responsibility and are not intended to create limits to responsibility but to help understand the scope of the position. All staff are expected to be team oriented and maintain confidentiality of all information gained while working with the organization.
QUALIFICATIONS
Required Education and Experience
- Business Administration Certificate or equivalent.
- Certification in Local Government Administration or equivalent work experience.
- Minimum 3-5 years of administrative, clerical or coordination experience.
- Previous experience as an assistant to a public official would be an asset.
Knowledge
- Knowledge of Williams Lake First Nation community, traditions, teachings, culture, protocols, and practices.
- Proficient use of information technologies (computers, mobile devices, etc.) including Microsoft Office Suite, presentation development tools, online education programs, and social media channels.
Skills & Abilities
- Ability to communicate effectively and collaboratively with internal and external stakeholders.
- Ability to think critically and act logically to evaluate situations, solve problems and make decisions.
- Ability to take directions and work independently.
- Excellent interpersonal skills.
- Ability to apply sound judgment and make decisions within the area, often on short notice.
- Ability to prioritize, multi-task and organize work effectively and under pressure.
- Excellent knowledge of technical documentation and best practices.
- Exceptional familiarity with technology and remote desktop applications (MS Teams, Zoom, Outlook, etc.)
WORKING CONDITIONS
- This position can be remote. Some office environment work will be required.
- All services are provided immediately.
- To be aware of sensitivity, confidentiality and urgency of requests while balancing other work commitments.
- Travel for meetings, conferences, and events will be required.
- Non-standard hours of work – May be required to accommodate the community needs and that may consist of evenings and weekends.
CONDITIONS OF EMPLOYMENT
- Must be able to obtain and maintain a Criminal Records Check
- Must be able to obtain and maintain a valid BC Driver’s License and Driver’s Abstract
- Must provide a vehicle in good operating condition and appropriate vehicle insurance to meet program requirements OR access to company vehicle is provided and requires a valid Driver’s License
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