Executive Assistant to the Director of Community Services

POSITION SUMMARY

Reporting directly to the Director of Community Services, the position is primarily responsible for providing a variety of administrative, strategic, and financial support services. The incumbent will be expected to efficiently coordinate the Director’s schedule, provide administrative support and maintain related business transactions and personal and confidential correspondence. This position requires a high level of discretion and confidentiality, sound judgement, diplomacy, superior organizational skills and an in depth understanding of WFN Community.
EDUCATION/EXPERIENCE

• Graduation from a recognized Administrative Professional Program
• A minimum of 5 years of progressively more responsible experience as an administrative assistant or in public relations is required
• Experience in crafting and preparing letters, documentation, reports, presentations and memoranda in a professional and timely manner
• Experience in Financial Management (budget, invoices, vouchers etc.)
• Experience in managing confidential situations and materials
• Equivalent combination of education, training and experience may be considered

REQUIREMENTS

• Criminal Record Check with results acceptable to WFN
• Valid Class 5 Driver’s License and Acceptable Driver’s Abstract
• Maintains a high level of confidentiality and uses discretion on all matters relating to the affairs of the Westbank First Nation.

JOB DUTIES/RESPONSIBILTIES

• Assists the Director of Community Services in preparing agendas, conducting research, organizing and reporting information and preparing reports as directed
• Assists the Director of Community Services with ensuring financial controls are exercised for all programs and departments of Community Services
• Provides administrative and clerical duties including, but not limited to, the compiling, drafting and preparation of confidential and non-confidential materials such as forms, letters, correspondence, reports, spreadsheets, posters, power point presentations, templates and speaking notes as required
• Schedules meetings, travel and appointments for the Director of Community Services. Prepares itineraries and makes reservations as necessary
• Keeps the Director of Community Services informed of meeting schedules and report deadlines. Informs the Director of actual or potential scheduling conflicts
• Serves as liaison between the Director of Community Services and other departments (and WFN membership), assisting in the development and completion of projects, attending to routine administrative matters and coordinating interdepartmental efforts to further communication, as needed
• Provides support in purchasing and accounts payable submissions based on standardized guidelines
• Ensures record management maintenance, either hard or electronic, and integrity in collaboration with the Records Management department
• Transcribes, prepares and distributes various meeting agendas and minutes, and schedules meetings for various committees, events, etc.
• Assists in creation and updating of policies relating to Community Services, in collaboration with the Policy Development Program
• Ensures follow up and execution of all Community Services Department action items
• Assists with preparation of a variety of Human Resources related personnel forms for existing and new staff within Community Services departments
• Attends senior management meetings as required
• Responsibilities include, understanding, maintaining and keeping current on Community Services programs and mandates
• Performs all duties and responsibilities in accordance with the Westbank First Nation policies, standards, and procedures
• Performs other duties and responsibilities as necessary in the performance of the position and as assigned by the Director of Community Services

KNOWLEDGE/SKILLS/ABILITIES

• Maintains a high level of professionalism and superior organizational skills
• Communicates in a professional, respectful, clear, and timely fashion
• Adopts a continuous improvement approach by seeking opportunities for incremental improvement
• Builds trust by being honest, reliable, and consistent
• Strong interpersonal and communication skills (both written and verbal)
• Advanced computer software skills including a strong working knowledge of Microsoft software applications and Adobe InDesign and ability to operate office equipment
• Superior organizational skills including meticulous attention to detail and the ability to regularly anticipate and coordinate multiple tasks in a fast-paced environment on behalf of the Director of Community Services
• Ability to identify, maintain, and protect the integrity of confidential information
• Attention to detail and a high degree of accuracy
• Ability to work well independently and in a team environment
• Ability to establish effective working relationships and use good judgment, initiative and resourcefulness when dealing with other employees, membership, the public and government agencies
• Ability to effectively communicate, understand instructions, and follows directions
• Ability to work effectively under stress, changes in work priorities, and in emergencies
• Knowledge of WFN Community Services programs, services and issues

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