The Executive Assistant provides professional, effective and timely assistance and solutions such as scheduling, reading and drafting responses to emails, handling interruptions and ensuring good communication for the Chief and Council and the CAO. He/she must have excellent communication skills, critical thinking and organizational skills. This position will have numerous contacts with a wide variety of organizations including First Nations, municipal, regional, provincial and federal governments.
Duties and responsibilities:
- Works with CAO to support all aspects of their daily work routine
- Handles day-to-day administrative/clerical duties, including scheduling meetings, answering and returning phone calls, processing correspondence, organizing documents and general office duties
- Directs inquiries, provides information when necessary, screens calls, sets up appointments and meetings
- Serves as liaison between departments coordinating receipt of reports
- Assists with recruiting by providing support, such as posting jobs, setting up interviews and preparing correspondence to same
- Provides assistance for special projects, including conducting research and coordination of reports and documents
- Designs and prepares presentations, spreadsheets, charts and forms
- Maintains computerized files, including the hard copy filing system
- Takes initiative in an over sight role to keep on schedule and organized
- Takes minutes and disseminates the same, follow through to approval and file according to fiscal year
- Supports Council by preparing for meetings including organizing agendas, notifications, completing meeting package.
- Sets up for meetings, recording equipment, virtual participation
- Tracks action items and deadlines, provides reminders as needed.
- Coordinates meetings and/or travel arrangements
- Maintains annual calendar of events, meetings and activities; provides reminders as needed
Qualifications
- Completion of Dogwood certificate
- Post secondary education in Administration or a related field
Skills and Abilities:
- Proficiency if the use of computer programs in word processing, databases, spreadsheets, email and the internet to the intermediate level
- Must have strong administrative, organizational and communication skills
- Ability to self-regulate, meed deadlines and have attention to detail
- Demonstrated ability to maintain confidentiality
Conditions of Employment
- Must be able to obtain and maintain a Criminal Records Check
- Must have a BC Driver’s License or willing to obtain
Wage Range:
$20.96 - $23.59
