Executive Assistant to the CAO

The Position

The shíshálh Nation is currently accepting applications for an Executive Assistant to the CAO. Under the general supervision of the Chief Administration Officer (CAO), this position will provide a high level of administrative leadership and support to the CAO and the Professional Services Division. In this multi-faceted role, you will demonstrate high professional maturity and a positive attitude. This position relies heavily on project management support (task management) using various computer systems and applications. The main goal of this position is to ensure that the CAO and the Professional Services Division are provided with the necessary support to operate effectively and efficiently. The ability to take the initiative and maintain confidentiality is necessary to succeed in this role. This position requires the ability to manage multiple and conflicting priorities.

The Candidate:

• Provide efficient and effective administrative support to the CAO.
• Manage the status, resources, and timelines for task lists, and work with the internal teams to provide updates on issues and advance them.
• Responsible for the liaison on all communications for both internal teams and external clients. Responsible for communicating updates, information, and changes.
• Manage the administrative functions, such as preparing and formatting any written communication, reporting or presentation. Manage the repository for maintaining and storing any files or documentation, as well as other various administrative duties when directed. Ensure appropriate technology is leveraged to execute tasks.
• Set and manage the CAO’s calendar and take ownership of the CAO's daily itinerary. Ensure meeting materials are prepared in advance and appropriate communications or follow-up are maintained. Adjust the Calendar as required to ensure the CAO's efficiency of time and effort.
• Manage the CAO email, answer emails on the CAO's behalf and keep advancing the Team efforts and projects forward.
• Manage all travel details, including intricate details such as flight, visas (as necessary), accommodation, time zone considerations, and on-the-ground travel requirements and timelines. Ensure that all details are handled while travelling and that on-site assistance and presence are available.
• Coordinate and assist in ensuring that meeting agenda and requirements are accurate and all details are complete according to the specific needs of the meeting. Adept in using meeting boardroom technology. This includes coordinating external guests and their travel and accommodation while on the premises. Collect all minutes from the meeting and manage all follow-ups on any tasks, takeaways, or communications.
• Review and prioritize incoming correspondence directed to the CAO, reroute or copy as appropriate and/or attach relevant files or related correspondence.
• Create templates, spreadsheets, forms, posters, and PowerPoint presentations as needed and required.
• Prepare professional and confidential correspondence, memos and documents as requested.
• Develop meeting agendas, prepare reports and obtain material for the CAO.
• Coordinate and organize travel accommodations, meeting space, food and other supplies for meetings.
• Prepare professional and confidential correspondence, memos and documents as requested.
• Responsible for the on-call receptionist coverage for the Professional Services Division.
• Evaluate, develop, and recommend office procedures and practices to CAO.
• Ensure that approved office policies, practices and procedures are understood and followed.
• Perform all other tasks within the scope of the position and skillset as requested and needed.

Qualifications:

• A Post-secondary degree in Administration or a related field.
• Minimum five (5) years of senior executive administrative experience supporting a senior executive, preferably within a First Nations environment.
• Ability to maintain and work with confidential and sensitive information.
• Ability to provide stability support as well as leadership across multiple teams.
• Adept at building internal and external relationships to leverage resources when needed.
• Strong communications/project management background to manage the complexity of the role.
• A minimum of 3 years experience providing support for upper-level management in a related organization
• Proficiency in Windows, including MS Word, Excel, and PowerPoint.
• Excellent writing, editing, grammatical, organizational, and research skills.
• Possesses strong organizational skills that reflect the ability to perform, take ownership of the position, and prioritize multiple tasks seamlessly with excellent attention to detail.
• Excellent management, time-management, and problem-solving skills.
• Comfortable with Project Management processes and acumen
• Respect for, sensitivity towards, knowledge and understanding of shíshálh Nation culture, traditions, programs and service delivery.
• Knowledge of best practices in administration processes.
• Possession of a valid BC driver’s license is an asset.
• Knowledge of First Nation structures, service delivery and customs and traditions.
• Present self professionally and ethically; effective communication skills both verbally and in writing.
• Acceptable Criminal Record Check with Vulnerable Sector Search and a valid Driver’s License.