Executive Assistant to the Chief Administrative Officer (CAO)

  JOB POSTING

Tk’emlúps te Secwépemc (TteS) is a fast-growing vibrant organization committed to the development and progress of its Band Members and Community.  As such, the TteS invites applications from qualified, highly motivated and dynamic individuals to fill the following position.

POSITION TITLE:               Executive Assistant to the Chief Administrative Officer (CAO)                   

DEPARTMENT:                  Administration

SUPERVISOR:                     Office Manager / Chief Administrative Officer (CAO)     

TERMS:                                Full-Time, Permanent  

REFERENCE #:                    2023-098             

PURPOSE OF POSITION:

The Executive Assistant to the Chief Administrative Officer (CAO) is responsible for performing a variety of essential administrative and executive duties for the CAO.  Additionally, this position is the first line of contact for clients and must ensure that the management of communication, records and filing support is achieved daily among other aspects to ensure the successful management of the Corporate Division for the TteS.

DUTIES AND RESPONSIBILITIES:

• Provides professional administrative and clerical support in accordance with the approved practices, policies, budgets, standards, and guidelines. (95%)

• Co-ordinates regular and irregular appointments and meetings on calendar.
• Collates and distribute materials, documents, and ensures agendas are prepared and administered in a timely manner.
• Completes and distributes meeting notes or minutes as directed.
• Completes all arrangements for meetings including room bookings, refreshments, and other requirements.
• Responds to various requests regarding the Non-Profit Department Managers.
• Researches and gathers information from files, other sources, and contacts the appropriate resource person.  
• Research issues, prepares the necessary correspondence, follow up and/or refers disputes to the appropriate person responsible.
• Follows up on and monitors Non-Profit Department Manager files/cases by managing and overseeing documentation, ensuring deadlines are met.
• Completes photocopying, faxing, UPS, mailing and electronic filing system as requested.
• Tracks the CAO’s budgets with respect to accounts payable, expense report coding, credit card inventory and computer and cell phone accounts.
• Receives, produces, and maintains files for RFP and RFQ’s, tender documents and various other documents.
• Produces purchase orders and payment requests as required.
• Prepares presentation materials, including PowerPoint documents, hand-outs, etc.
• Implements and maintains an efficient filing system.
• Works with other members of the administrative staff, providing support where necessary.
• Drafts and produces quality documents and reports using the appropriate style, based on various document formats. 
• Regularly reviews incoming e-mails and external requests and brings them forward to the attention of the CAO as appropriate.
• Assists CAO with Action Item Directives.
• Produces charts and documents utilizing specialized hardware and software.

• Performs all duties and responsibilities in accordance with the TteS policies, standards, and procedures.
• Maintains confidentiality on all matters relating to the affairs of the TteS.

• All Other related duties as required. (5%)

Professional Certification, Education and Experience:

• Certificate or Diploma in Office Administration.
• 3-years direct clerical/administrative support experience or an equivalent combination of education and/or training.
• Experience/training in keyboarding, word processing, spreadsheet, Internet, databases, and other standard computer applications.
• Must possess a minimum of 50 words per minute keyboarding speed.
• Must pass a Criminal Record Check.

Skills and Abilities:

• Good oral and written communication skills.
• Advanced computer skills in Microsoft Word, Outlook and Teams.
• Strong organizational and planning skills.
• Proven ability to execute advanced office procedures and practices.
• Ability to complete technical formatting skills for proposals, briefing notes, legal minute taking, program reports, and presentations.
• Strong filing skills.
• Ability to take initiative and work within strict timelines.
• Strong tact and diplomacy for political or culturally sensitive topics.
• Must have strong teamwork and cooperation, service orientation, problem solving, and judgement skills.
• Ability to work in multi-cultural settings.

HOURS OF WORK:           Normal Day shifts – 7 hours. Non-normal shifts maybe required.

PAY GRADE:                       Starting at $22.59-$33.22 depending on education & experience

Tk’emlúps te Secwépemc thanks all applicants for their interest, however, only those selected for an interview will be contacted.

In accordance with Section 16(1) of the Canadian Human Rights Act and pursuant to Section 42 of the BC Human Rights code, it is TteS Policy to practice preferential hiring for Aboriginal peoples. Candidates who wish to qualify for preferential consideration must self-identify.

Deadline for the Job posting is January 23, 2023 by 2:00pm

Submit Job Application Form, cover letter, resume, and references

online: https://tkemlups.ca/employment/

or at our Human Resources office #200 – 330 Chief Alex Thomas Way.

Office Hours are Monday to Friday 8:00 am to 4:00 pm &

closed for lunch from 12:00 pm to 1:00 pm

We require each applicant to fill out

an online application form which can be found at:  https://tkemlups.ca/employment/

Any late submissions or submissions without the job application form will not be considered.