Job Description

Title:

Administrative Assistant

Department:

Governance, Administration

Status: Full-time

Regular

Pay Grid:

Professional ($38,038.00 to $53,599.00 per year)

Reporting to:

Ops Manager-EPC-Communication

________________________________________

Summary of Duties:

Under the direction of Ops Manager-EPC-Communication, the Administrative Assistant provides comprehensive support to the Ops Manager--EPC--Communication by managing administrative responsibilities and ensuring the efficient operation of the team. This position also supports the Ullus Reception in their day-to-day activities, such as greeting visitors and helping them navigate the office, while managing a wide range of administrative tasks with various departments.

Key Deliverables and Expectations:

Respond to incoming communications, including answering telephone calls, checking messages, greeting and directing visitors, collecting and distributing incoming faxes, and handling incoming mail. Assist clients in filling out forms, either electronically or on paper. Coordinate bookings and set up meeting rooms as required. Ensure all office equipment is in proper working order, order and maintain office supplies, cleaning equipment, and other necessary items, and place service calls when needed. Maintain the office area, ensuring it is clean, safe, and professional at all times. Assist with managing the building key inventory. Manage information systems, including storage, retrieval, procedures, and maintenance. Coordinate and support the Manager with arrangements for community events or programs. Assist the Manager with communication, including operational updates, service delivery coordination, and community events or programs within the team. Provide administrative support for meetings, conference calls, and video meetings, including scheduling, preparing agendas, and recording minutes. Ensure adherence to regulations and internal policies, and actively promote compliance within the team. Assist with enter timesheets in Payworks for casual, term, part-time employees and summer students. Assist with accounting activities, including preparing cheque requisitions in eRequester, recording payments, issuing receipts, and tracking and managing expenses accurately. Perform other related duties as requested.

Experience and Attributes:

College degree, diploma in business administration or office administration or an equivalent combination of education, training, and experience. Must have 1-3 years of administrative experience with a willingness to learn. Strong proficiency in Microsoft Word, Outlook, Excel, and PowerPoint. Accounting Fundamentals an asset. Knowledge of office management systems and procedures. Knowledge and experience using eRequester is an asset. Outstanding written and verbal communication skills in English. Ability to work independently and as an integral member of various teams. Strong organizational skills, meticulous attention to detail, and time management skills. Ability to meet deadlines, prioritize assignments, manage multiple tasks simultaneously and maintain confidentiality. Motivated self-starter with strong interpersonal skills. Highly professional in all aspects of business, presentation, and interaction with all stakeholders, clients, and Members. Knowledge and interest in Lil'wat Nation territory, culture, and history an asset. Valid BC Class 5 Driver's License, a clean Driver's Abstract, and a reliable vehicle is preferred. Must be able to provide a clear Criminal Record Check, including the vulnerable sector.

We thank all candidates for their interest; however, only those shortlisted will be contacted. Preference will be given to Indigenous candidates as per Section 41 of the Human Rights Code.