Requirements Akisqnuk First Nation (?AFN?) is looking for talented individuals to join our team in the role of Administrative Assistant. Reporting to the Director of Core Services, the Administrative Assistant will work closely with various departments and individuals to ensure a smooth functioning office environment. The Administrative Assistant will also be designated to provide dedicated and comprehensive administrative support to the Directors and their departments.
Akisqnuk First Nation is a member Community of the Ktunaxa Nation. AFN exists for the Community. Externally, we are here to serve the Community, and internally, we are our own Community, comprised of different departments unified by our Vision, Mission, and Values. As a team, through our own roles and departments, the AFN Organization works together to achieve our strategic plan “Our Thinking” and continue to progress and move our community forward.
Job Type: This role is full-time working 35 hours per week.
The primary responsibilities include:
Administrative Support:
1. Follow policies and procedures to ensure smooth administrative operations and exceptional administrative support to various team members.
2. Assist with maintaining calendars and schedules for the Directors and their department.
3. Assist with recording, tracking, and reminders for tasks and meetings.
4. Oversee document management systems for formal AFN documents.
5. Schedule and confirm appointments and special meetings for the Directors.
6. Attend meetings to take minutes, prepare summaries or action items and help with follow ups/follow through on action items.
7. Organize and oversee meeting logistics, including preparation and distribution of agendas.
8. Work with the Events Planning Coordinator to coordinate conferences and special events sponsored by AFN.
9. Conduct research and prepare briefing materials and reports for meetings.
10. Handle phone calls, emails, and correspondence on behalf of the Director.
11. Prepare, proofread, and format documents, reports, and presentations.
12. Support executive special projects, including research initiatives and policy development.
Travel and Logistics:
1. Arrange travel itineraries, accommodations, and transportation for the Director and staff.
2. Prepare travel expense reports and ensure compliance with travel policies.
Communication:
1. Act as a liaison between the Director and external parties.
2. Draft and disseminate internal and external communications.
3. “Team Work Makes The Dream Work” – Exceptional and open communications between staff, various departments and the administration team for efficient and smooth day-to-day operations.
Financial Management:
1. Assist with budget management, expense tracking, and financial reporting.
2. Ensure Directors’ expense claims and invoices are submitted for processing.
3. Other duties as required.
Qualifications:
1. Completion of High School or equivalent, plus one-year post-secondary program, such as Administrative Assistant/Office Administration Certificate, Business Management Certificate, or similar is required.
2. Minimum of two years of progressively responsible intermediate experience.
3. Experience working with First Nations/Aboriginal/Indigenous communities.
4. Strong organization and multitasking skills.
5. Ability to work under pressure in a fast-paced environment.
6. Proficiency in Microsoft Office Suite (Word, Excel, Access, etc.).
7. Ability to handle confidential information with discretion.
8. Innovative, detail-oriented and proactive problem solver.
9. Ability to communicate effectively across all organizational levels.
What we offer:
1. Competitive base salary (starting salary $60,000 to $67,000 per annum)
2. Discretionary office closure between Christmas Day and New Year’s Day, as determined by the Council each year
3. Paid annual vacation
4. Paid sick days
5. Employer-paid Group Benefits which includes Life Insurance, Health and Dental benefits, Employee and Family Assistance Program, Short- and Long-Term Disability, available after 3 months of service
6. Matched RRSP program with employer matching up to 5.5% of the employee’s salary, available after 4 months of service
7. Live and work in the most beautiful place in British Columbia
Duties
To Apply Please use the contact information as directed in the listing.
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