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Position Summary

Job Posting

Fisheries Commission Secretary

3 month term, Full-Time

(Potential extension upon program funding approval)

 

The Musqueam people have lived in our present location for thousands of years. Our traditional territory once occupied much of what is now Vancouver and surrounding areas. The name Musqueam relates back to the River Grass, the name of the grass is məθkʷəy̓. There is a story that has been passed on from generation to generation that explains how we became known as the xʷməθkʷəy̓əm (Musqueam) – People of the River Grass.

 

Although a metropolitan city has developed in the heart of Musqueam territory, our community maintains strong cultural and traditional beliefs. Today our population flourishes and we are a strong community of over thousand members. To learn more about Musqueam, please visit

 

 

The Fisheries Commission Secretary is experienced in handling a wide range of administrative and executive support related tasks and is able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and must enjoy the administrative challenges of supporting a busy office of diverse people and programs.

The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.

 

The Fisheries Commission Secretary needs extensive knowledge of their organization’s set up: who the key personnel are (inside and outside the business); and what the organization’s aims and objectives are.

 

Fisheries Commission Secretary Duties would include:

  • Be responsible for calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings
  • Advanced computer skills with the ability to train others in system usage. Extensive software skills and Internet research ability.
  • Answer phones and direct all incoming calls to appropriate party promptly and efficiently
  • Arrange “callbacks” to protect manager’s time. Provide back-up materials for callbacks
  • Communicate and handle incoming and outgoing electronic communications on behalf of the Fisheries Commission
  • Review and summarize miscellaneous reports and documents;
  • Carry out background research and present findings into subjects the manager is dealing with
  • Organize complex executive meetings
  • Attend meetings, and ensure the manager is well-prepared for meetings;
  • Take dictation and minutes: meetings will be held in the evening hours
  • Produce documents, briefing papers, reports and presentations
  • Organize and store paperwork, documents and computer-based information. Data Management. Maintain/improve/tighten storage/retrieval systems. Update and manage index
  • Support senior level managers

 

 

 

Qualifications:

Experience in an office setting is essential, computer skills, including advanced knowledge of MS Office, Word, Excel, and Outlook.  Familiar with office equipment, filing systems and has a meticulous eye for detail.  Proven practical skills including writing, research abilities, prepare briefing notes, executive summaries, and an ability to work well as a team member, as well as work independently to meet deadlines with minimal supervision. The successful applicant will communicate effectively, be proactive by nature, well organized and able to pass criminal records check.

Candidates who have direct support experience in a professional services, sales or marketing environment and have a comfort level successfully creating and/or modifying processes to gain efficiencies.

The successful candidate will have related education, supplemented with technical training or an acceptable combination of education, training and experience.