Executive Assistant

Executive Assistant
Job Number # 
14312
Employer 
Tla-o-qui-aht First Nation
Job Location(s) 
Port Alberni
Tofino
Ucluelet
Number of Positions 
 
Date Posted 
May 16, 2016
Apply By 
May 31, 2016
Schedule 
Full Time
NOC Code 
1222
Source 
Employer
Details 

The Tla-o-qui-aht First Nation is seeking a full time Executive Assistant to oversee and provide administrative support for senior management and TFN Chief & Council. Responsible to the Chief Executive Officer, the EA oversees the day to day activities of the executive office and is responsible for the following:
As a proven achiever and polished professional, you are a very strong organizer, communicator and proactive individual. You effectively manage stressful situations with a tolerance to ambiguity, and you work well with a wide variety of people at all levels of management. You have an energetic demeanor and possess a proven track record for being a strong team player. You are a resourceful self-starter; thrive in a fast-paced, dynamic setting and enjoy multi-tasking in a technical environment.

Duties and Responsibilities

  • Provide proactive executive calendar management on an on-going basis
  • Coordinate meetings, team meetings and travel arrangements
  • Organize Council and departmental meetings, including preparing agendas, and keeping accurate minutes and records
  • Follow up on deadlines and commitments made to or by the CEO or Chief & Council
  • Assist with team engagement activities including team member recognition, planning and supporting team events, etc.
  • Prepare performance reports and track team results, and prepare presentations and other required documents to support the CEO
  • Produce monthly reports as required, maintain vacation schedules and sick day reports
Qualifications 

Essential Qualifications

  • Minimum successful completion of Grade 12
  • Preference to candidates with completed post-secondary studies, particularly in business or administration disciplines
  • Valid Class 5 BC Drivers license with access to vehicle
  • Must provide a criminal record check

Assessed Qualifications

  • Advanced skills and knowledge using MS Office software (Excel, Word, Outlook) multiple calender management
  • Highly organized archiving skills
  • Demonstrate excellent oral and written communication skills
  • Organized, accountable, responsible and able to maintain confidentiality
  • Preference will be given to qualified Aboriginal applicants
  • Very strong organization skills and attention to detail
  • Excellent oral communication skills; professional and confident phone manners, in-person reception and host abilities.
  • Precise and effectively written e-mails; ability to edit correspondence and reports
  • Professional image combined with strong interpersonal skills, high level of professionalism, customer service, energy, speed and accuracy
  • Resourceful, with the ability to prioritize, multitask and meet deadlines with minimal supervision
  • Discretion and diplomacy
  • Dedicated, personable, and confident person who is passionate about his/her career
  • Makes decisions and recommendations governed by general procedures, policies and guidelines
  • Exercises independent judgment in planning, organizing, scheduling of work
  • Exercises initiative and adapts procedures to address unusual problems and resolves conflict

Required Experience:

  • 3+ years’ experience in an administration or office environment
How to Apply 

Only applicants granted an interview will be contacted:

  • Interviews will then be conducted.
  • Written tests may be administered.
  • Reference checks will be conducted.
  • Proof of education must be submitted at the interview.
  • Successful candidate must meet and maintain the Conditions of Employment throughout their employment.
  • You will be required to show how you demonstrate the essential qualifications (i.e. Education, Experience and/or Occupational Certification) for the initial screening through your resume, cover letter or response to screening questions. It is NOT sufficient to only state that the qualifications are met or to provide a listing of current or past responsibilities. Rather you must clearly demonstrate HOW, WHEN, and WHERE the qualification was met through substantiated by examples.
  • Information on your described skills, experience, etc. provided in a cover letter or screening questions should be supported by your resume. Failure to provide the above information in the format required may result in your application being rejected from the process.

Terms of Employment

  • A competitive compensation package, commensurate with experience is offered. The successful candidate will also be provided a comprehensive package including medical, dental and pension benefits. This is a full time position located at Tin Wis, near Tofino BC. The successful candidate will be expected to reside in the area.
  • At TFN, we are committed to diversity and equitable access to employment opportunities based on ability. Preference will be given to a qualified Aboriginal candidate. The successful candidate will be required to provide a satisfactory criminal record check and be willing to sign an Oath of Confidentiality.

Tips for applicants:

  • Please provide complete and thorough details of your education and experience.
  • Do not assume that the screening board has any previous knowledge of your background, qualifications, or work history. You must be specific and provide concrete examples/details for each Experience element, as applications will be screened only on the information provided.
  • Failure to provide sufficient information may result in your application being screened out of the competition.

Submit your resume, covering letter, and reference letters stating how you meet these qualifications:

Applications may be mailed to:
Ted Adnitt
Chief Executive Officer PO Box 18 Tofino, BC V0R 2Z0 Referencing: Housing Coordinator Position or by:
Email: jobs@tla-o-qui-aht.org
Fax: 250.725.3352 or
drop at the office in a sealed envelope, #1119 Pacific Rim Highway, Tofino