Executive Assistant

The swiya of the shíshálh people lies between Queens Reach in Jervis Inlet and Howe Sound on the south coast of British Columbia. Historically there were four main settlements at kalpilin (Pender Harbour), ts’unay (Deserted Bay), xenichen (Jervis Inlet) and tewankw near Porpoise Bay.shíshálh Nation is committed to innovation in program and service delivery designed to assist our members and community to achieve greater independence, wellness and self-sufficiency.

Foundational to our shared work is the protection, promotion and practice of shíshálh culture, language and laws within our swiya.

Under the general supervision of the Stewardship and Territorial Land Management (STLM) Division Manager, the Executive Assistant provides high-level administrative support and document control for the Division Manager (DM) and the department, as assigned. In this multifaceted role, you will demonstrate a high degree of professional maturity and a positive attitude.

• Maintain the DM’s schedule by organizing and coordinating meeting logistics, and ensure all supporting documentation and agendas are prepared prior to the scheduled meetings.
• Attend departmental meetings, record all minutes, and facilitate and follow up on issues related to meetings, resolutions, and other activities.
• Review and screen incoming calls from the Nation membership, the general public and business organizations and refer them to the appropriate staff.
• Provide a broad range of communication support to the DM to ensure all information is communicated effectively and efficiently across departments.
• Perform clerical functions to ensure all typing, faxing, photocopying and mailing services are completed.
• Maintain all filing systems, both manual and computer systems.
• Provide back-up for other key positions within the departments.
• Create templates, spreadsheets, forms, posters, and PowerPoint presentations as needed.
• Prepare professional and confidential correspondence, memos and documents as requested.
• Schedule, update, and send reminders for scheduled meetings, speaking engagements, and appointments.
• Maintain and present a positive and professional image of the executive office at all times.
• Perform other tasks within the scope of the position and as assigned.

• Grade 12 or equivalent plus related post-secondary courses in Administration.
• Strong computer skills with proficiency in Windows, Microsoft Suite and a willingness to learn new software programs.
• At least five (5) years of senior executive administrative experience in supporting a senior executive, preferably within a First Nations environment.
• Experience working with Indigenous people, organizations and communities.
• A minimum typing and transcribing speed of at least 60 wpm.
• Time management and organizational skills, techniques, and practices are required to use time effectively and to regularly cope with conflicting or changing priorities and established service standards.
• Excellent verbal and written communication skills, communicate effectively and sensitively with clients from diverse backgrounds, including conflict resolution.
• Analytical skills, sound judgement and decision-making skills to assess situations and determine the best possible outcomes.
• A valid driver’s license and a clean Criminal Record Check.