Job Details
ABOUT LYACKSON FIRST NATION
We are an indigenous community with 200+ members. Our traditional territory encompasses mid Vancouver Island, Lyackson Island (Valdes Island), the Salish Sea, and the Fraser River areas. Lyackson’s Administration Offices are located 15 minutes north of Duncan, BC.
Lyackson First Nation is a “nation, building a nation,” and this is a tremendous time for us. With the recent signing of an incremental treaty agreement with the province, a significant parcel of land will be transferred to our community. We are excited to create housing, facilities, a new band office, gathering places, and more.
ABOUT OUR OPPORTUNITY
Under the direction of the Director of Operations, the Executive Assistant will provide vital support to the Lyackson’s Chief and Council and the Director of Operations.
This dynamic role assists the Chief and Director with complex and confidential tasks, always upholding a strong code of ethics. With Indigenous awareness, the Executive Assistant acts as a key liaison for internal and external stakeholders, including serving as the first point of contact for children in care. This position offers the opportunity to build and foster professional relationships in a culturally sensitive manner.
The Executive Assistant works both independently and collaboratively with staff, organizations, and individuals to ensure effective information sharing. This role offers a unique chance to contribute to our community's success and well-being.
Job Description
SELECT RESPONSIBILITIES WILL INCLUDE
• Provides administrative and clerical support, including word processing and data entry while maintaining confidential files and other organizational systems.
• Responsible for the management and flow of information throughout the Agency and act as a communication ambassador.
• Completes a broad variety of administrative tasks including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence (e.g. emails, letters, reports) that is often confidential; arranging complex and detailed events and travel plans, itineraries, and agendas; compiling documents for travel-related meetings.
• Assists the Chief and Director of Operations in preparing for meetings of the Chief and Council, including creating informational materials for Council members.
• Manages the logistical details of council development and handles on-site execution while ensuring that minutes of Council meetings and committees are taken, prepared, and distributed and maintains records of Council actions.
• Provides governance assistance to the Director of Operations.
• Oversees the planning of key committee and Council meetings. This includes tracking, monitoring and follow up on the progress of projects; tracking meeting participants, action items and strategies that emanate from the Director of Operation’s office; collecting and ensuring the preparation and distribution of appropriate materials; and initiation of subsequent follow up meetings.
• Other duties as required to help support our vision, fulfill our mission and abide by our values.
EDUCATION & EXPERIENCE
• Degree or certification in a relevant field such as Business Administration.
• 3+ years related experience in an executive assistant or senior administrative position.
KNOWLEDGE, SKILLS & ABILITIES
• Appreciation for Coastal First Nation culture and practices, and a demonstrated ability to work successfully with First Nation communities.
• Excellent organizational abilities; able to prioritize multiple tasks, strong attention to detail.
• Ability to complete responsibilities and tasks on schedule and in a timely manner.
• Very strong interpersonal skills and the ability to build relationships with stakeholders including staff, Council, external partners and community leaders.
• Strong interpersonal skills and the ability to work independently as well as collaboratively as part of a team with internal and external stakeholders.
• Able to handle confidential matters with the highest degree of discretion, tact and a professional demeanor.
• Demonstrated analytical and critical thinking skills. Ability to make recommendations in resolving challenges.
• Demonstrated experience coordinating and/or managing the logistics of events or meetings.
• Strong communication and presentation skills both in-person and on-line to leadership and community.
• Advanced knowledge and experience using Microsoft 365 Suite including Excel and MS Teams and online meeting tools such as Zoom.
WE OFFER
• Hourly Wage: $25-28/hour, commensurate with experience and qualifications.
• Vacation offerings that generously increase with employment.
• Generous Extended Medical and Dental Plan – premiums 100% paid for by employer.
• Wellness Program – annual funds available for employees to support personal wellness initiatives and activities.
JOIN US!
If you’re interested in this exciting opportunity to join our vibrant organization, please send your resume and cover letter to renee@hrwest.ca.
In accordance with Section 41 of the Human Rights Code, preference will be given to qualified applicants from Lyackson First Nation or of Indigenous ancestry. We are an inclusive, diverse work place and encourage all qualified individuals to apply. Please note that only candidates selected for an interview will be contacted.
