Position Title: EXECUTIVE ASSISTANT TO THE EXECUTIVE DIRECTORS
Reports to: Administration Manager
Job Overview
Reporting to the Administration Manager, the Executive Assistant to the Executive Directors provides comprehensive administrative and organizational support to the four Executive Directors: ED Shared Services, ED Territory and Culture, ED Community Services, and ED Infrastructure and Facilities. This role ensures the efficient functioning of the office, allowing the Executive Directors to focus on strategic priorities and maximize productivity. Responsibilities include managing schedules, coordinating travel, drafting correspondence, handling confidential information, and maintaining professional standards. The Executive Assistant also facilitates effective meetings, serves as a liaison with stakeholders, and contributes to the organization’s success by enhancing overall productivity.
Organizational Status
The Haisla Nation is the band government of the Haisla people. Our mission is to build a powerful, prosperous and proud community, healthy in mind, body and spirit. We believe in building a strong and thriving community, with healthy and happy members and a sustained and prosperous environment. We are about 1962+ people, with approximately 532 living in Haisla (Kitamaat Village). We have lived off the land and waters of our traditional territory for thousands of years, and it remains the focus of all we do.
Duties & Responsibilities
- Efficiently manage calendars and schedules ensuring timely coordination.
- Organize and coordinate meetings, including preparing agendas, and ensuring all necessary resources are available for productive discussions.
- Manage all aspects of travel arrangements, ensuring seamless coordination and efficiency.
- Facilitate effective communication by managing emails, phone calls, and other correspondence while ensuring professionalism.
- Conduct research, interpret data, and compile reports to support the Executive Directors decision-making process.
- Handle sensitive and confidential information with the utmost discretion and integrity, always maintaining confidentiality protocols.
- Attend meetings as required.
- Manage the recording of meeting minutes, ensuring they are distributed promptly.
- Provide comprehensive administrative support, including drafting documents, and preparing presentations.
- Complete monthly credit card reconciliations.
- Maintain organized filing systems and databases to ensure easy access to relevant information and documentation.
- Utilize internal Purchase Order System, as required.
- Collaborate with the HNC Events Coordinator when Haisla Nation Council is required to attend functions.
- Ensure compliance with the HNC Personnel Policy and Manual.
- Other related tasks as assigned by the Administration Manager.
Skills & Qualifications
- University diploma or certificate (1-3 years) in Business Administration or a related field.
- 1 to 3 years of recent related office experience.
- Experience working for a band government or Indigenous organization.
- Strong working knowledge of Microsoft Office (Excel, Word, Power Point) and various databases, search engines and outlook/email.
- Strong organizational and time management skills with an attention to detail.
- Strong interpersonal, communication, and presentation skills with the ability to professionally connect with and influence a diverse group of individuals.
- Excellent interpersonal and communication skills, both verbal and written.
- Ability to meet intensive and changing deadlines.
- Ability to work independently and as a team.
- Valid BC driver’s license and own vehicle is an asset.
- Satisfactory completion of criminal records check (with vulnerable sector screening if relevant).
Salary Range: $30.35/hr - $35.71/hr
Position Type: Full-Time
Closing Date: Will remain open until the position is filled
While we sincerely appreciate all applications, only those candidates selected for an interview will be contacted.
