The Natural Resources Executive Assistant will directly report to the Environmental Stewardship Manager and will assist both the Environmental Stewardship and Fisheries Departments. The Natural Resources Executive Assistant is responsible for handling a wide range of administrative and high level 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 service group of diverse people.
- Be responsible for heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as consultants, to coordinate a variety of complex executive meetings, manage both manager’s agendas to maximize their time efficiency – allow decision/desk time.
- Organize complex executive meetings; attend meetings, and ensure the manager is well-prepared for meetings; take dictation and minutes.
- Communicate and handle incoming and outgoing communications on behalf of the managers.
- Produce documents, briefing papers, reports and presentations.
- Carry out background research and present findings into subjects the manager is dealing with.
- Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
- Data Management. Maintain/improve/tighten storage/retrieval systems; update and manage index.
- Arrange travel and accommodation including prepare itinerary, trip file and supplies, expense report. Occasionally travel with the manager to take notes or dictation at meetings, or to provide general assistance during presentations
- Update and chase delegated tasks to ensure progress to deadlines; keep projects on schedule.
- Assure discreet and confidential handling of all business.
- Routinely order department supplies and update mail/phone directories.
- Where appropriate, recommend management action to improve standard operating procedures.
- Develop and test new procedures.
- Assist with logistics of planning meetings (including community engagement sessions, proponent and government meetings, etc.)
- Participate in professional development opportunities provided to the position throughout and incorporate learning into the role.
- Other related duties as needed.
- Skill and knowledge usually attained by successful completion of High School and/or Bachelor’s degree in Business Administration, Journalism or advanced Secretarial Courses combined with at 3-5 years in a First Nations or similar administration office in a secretarial role to senior administrative manager or elected Council; or an equivalent combination of skill, knowledge, and experience.
- Have 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 leadership skills, professionalism and confidentiality.
- Ability to read and interpret documents such as Band resolutions, minutes and other Chief and Council documentation, operating and maintenance instructions, governmental regulations and procedure manuals.
- Expert level written and verbal communication skills, strong decision making ability and attention to detail are equally important.
- Computer skills, including advanced knowledge of MS Office, Word, Excel, PowerPoint and Outlook, document imaging/scanning hardware and software, and experience creating electronic copies of documents.
- Knowledge of Robert’s Rules of Order.
- Ability to take minutes, type minimum 60 wpm, audio typing.
- Knowledge of Musqueam and First Nations history, culture, and aboriginal title and rights preferred.
- Working knowledge of Privacy and Information Act, Roberts Rules of Order, and other protocols for protection of data.
- Willing to learn new skills and concepts with the ability to apply the learning
- Work is performed in an office environment.
- Successful Criminal Record Check.
- Valid BC Driver’s License
Please send cover letter and resume to HR at: [email protected]
Please write “Natural Resources Executive Assistant” on the subject line.
Applicants of Musqueam and/or Aboriginal ancestry are
encouraged to apply.
We thank all applicants for applying; however, only those short-listed will be contacted.