Executive Assistant to the General Manager

SEMÁ:TH FIRST NATION

POSITION: EXECUTIVE ASSISTANT TO THE GENERAL MANAGER

HOURS: 35 HRS PER WEEK

SALARY: $48,000.00 to $54,000.00 BASED ON EXPERIENCE AND EDUCATION

TERM: PERMANENT

REPORTS TO: SUMAS FIRST NATION GENERAL MANAGER

PURPOSE & SUMMARY

Sumas First Nation is looking for a qualified individual to take on the role of Executive Assistant to the Chief and Council and General Manager. The Executive Assistant reports directly to the General Manager as well as Chief and Council and will be responsible for providing a wide variety of support functions. Support functions include reporting on various data, office administration duties, reports, correspondence and communications with a wide variety of internal and external contracts. This role will be responsible for answering, screening, and directing calls; and coordinating meetings, conferences, along with other supportive activities.

DUTIES & RESPONSIBILITIES

• Provide sophisticated calendar management for the Chief and Council (C&C) and General Manager (GM). Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
• Schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the C&C and GM. Adhere to compliance with applicable Rules and Regulations set in Bylaws and policies regarding Sumas First Nation matters.
• Complete a broad variety of administrative tasks that facilitate the C&C and GM’s ability to effectively lead the organization, including assisting with special projects, designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the C&C and GM, including those of a highly confidential or critical nature.
• Provide office reception coverage including coordinating access for the Sumas First Nation Administration Building.
• Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect GM’s style and organization policy.
• Work closely with the GM to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the holistic environment and keeping the GM updated. Anticipate the GM’s needs in advance of meetings and conferences for example.
• Maintain open communications with the Management team, including meeting regularly and providing information and documents as needed.
• Provide both a "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the GM and staff, demonstrating leadership to maintain credibility, trust, and support with the Management Team.
• Complete projects by assigning work to appropriate staff, including the Management Team, on behalf of the GM.
• Follow up on contacts made by the C&C and GM to cultivate ongoing relationships.
• Manage all aspects of Sumas First Nation’s office services. Assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of the department.
• Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Supervise IT consultants. Prepare and process invoices for billings.
• Maintain records for Sumas First Nation vehicle usage and maintenance.
• Replenish office materials such as snacks, printer supplies, paper, and office supplies for example.
• Provide hospitality to all guests and help to create a welcoming environment.
• Invest in building long-lasting relationships both externally and internally.

QUALIFICATIONS

• Minimum of an Undergraduate Degree and/or an equivalent amount of education and experience.
• Minimum of one (1) year work experience in office legal administration.
• Strong administrative background skills.
• Customer service orientated with ability to meet client expectations.
• Prior experience working in a fast-paced office environment with the ability to prioritize.
• Experience in working with First Nations communities and/or organizations an asset.
• Proven ability to maintain confidentiality.
• Working knowledge of office procedures, records management, and document processing.
• Ability to develop and maintain effective working relationships with peers, managers, community members, contractors, and suppliers.
• First Nations descent is considered an asset.
• Advanced knowledge and expertise about Microsoft Excel, Word, Zoom, Go-To Meetings.
• Appreciation of First Nations culture, traditions, procedures and protocols.

Job Types: Full-time, Permanent

Salary: $48,000.00-$54,000.00 per year

Benefits:

• Company pension
• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Paid time off
• Vision care

Schedule:

• Day shift
• Monday to Friday

Supplemental pay types:

• Overtime pay

Education:

• AEC / DEP or Skilled Trade Certificate (preferred)

Work Location: In person