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Classification: Full time, 35 hours per week
Salary: $27.00 – $33.00 per hour. Depending on experience
Location: Williams Lake
Closing Date: Friday May 27, 2022 at 4pm.
The Tŝilhqot’in National Government (TNG), is the official First Nations government serving the Tŝilhqot’in Nation. TNG is located in Williams Lake, British Columbia and serves six communities which include ʔEsdilagh, Tŝideldel, Yunesit’in, Tl’etinqox, Xeni Gwet’in, and Tl’esqox.
The Tŝilhqot’in Nation (Nation) is a world leader in advancing Indigenous rights and title, as demonstrated by the landmark Aboriginal Title Declaration from the Supreme Court of Canada in 2014. The Nation is currently implementing a ground-breaking tripartite framework agreement (Gwets’en Nilt’i Pathway Agreement) with the goal of transforming, over the next 5 years, the fundamental relationships between the Tŝilhqot’in Nation and the Federal and Provincial Crown governments.
The Tŝilhqot’in National Government is looking to hire a Senior Executive Assistant. The Senior Executive Assistant to the Executive Director (ED) is responsible for providing comprehensive support to the ED and the Board of Directors, and managing the organization’s Downtown office operations. 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 ensures accurate and timely information is available in order to make effective decisions. The Executive Assistant also acts as liaison between other government agencies, private industry, business and any other individuals, groups or agencies operating in the community.
Key Responsibilities
Provide calendar management for ED. Prioritize inquiries and requests to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes.
Complete a broad variety of administrative tasks that facilitate the ED’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports, ensuring that all operations are conducted in a respectful, confidential and ethical way.
Serve as the primary point of contact for on all matters pertaining to the ED, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect ED’s style and organization policy
Work closely with the ED to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Anticipate ED’s needs in advance of meetings, conferences, etc.
Provide “gatekeeper” and “gateway” role, providing a bridge for smooth communication between the ED and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the ED.
Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows.
Line manage and supervise reception staff ensuring that the office has a receptionist available during all opening hours.
Oversee replenishment of office materials such as, printer supplies, paper, office supplies, etc.
Provide event management support as requested.
Provide hospitality to all guests and help to create a welcoming environment.
Answer main phone line and respond to inquiries.
Process and distribute daily mail.
Invest in building long-lasting relationships both externally and internally.
Other projects/duties as assigned for the overall benefit of the organization.
The Executive Assistant must work within the policies and procedures of the Tsilhqot’in National Government; understanding program services, policies, procedures, rules, and
regulations.
The Executive Assistant is an integral part of the team responsible for maintaining the efficient functions of Tŝilhqot’in National Government. Other duties as required
Qualifications
Degree from a Post-Secondary institution with a combination of relevant experience
(Post-Secondary Diploma in Office or Business Administration or at least five (5) years’ experience providing support at a senior level in an Administrative role will be considered)
Strong ability to execute work with a diversity, equity, and inclusion lens.
Significant executive support experience. Nonprofit board experience is highly-preferred.
Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications).
Excellent verbal and written communication skills.
Exceptional organizational skills and impeccable attention to detail.
High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with little or no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information.
Excellent judgment is essential.
Ability to switch gears at a moment’s notice.
Advanced MS Office Skills (Word, Excel, Outlook, PowerPoint)
Strong interpersonal skills and demonstrated ability to work independently and as part of a team
Experience working in pressure situations
Valid BC Driver’s License and access to a reliable vehicle
Experience with diary and travel management
Understanding of the cultural and political environment
Ability to deal with sensitive and confidential information
Please send resume, cover letter, and 3 references to:
Brittany Spooner
Human Resources Generalist
Tŝilhqot’in National Government
253 – 4th Avenue North
Williams Lake, BC, V2G 4T4
Email: bspooner@tsilhqotin.ca
Only those invited to interview will be contacted.
Preference will be given to those of Aboriginal Ancestry – Section 16(1) Canadian Human Rights Act.
