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Job Posting: Administrative Assistant (Title & Rights)

Administrative Assistant (Title & Rights)

The Title & Rights Department protects and preserves our territory, cultural resources, and culturally significant sites. Work to ensure smooth functioning of the Title & Rights department by organizing and coordinating team operations and providing administrative support to the Director and team.

Key Responsibilities and Tasks

  • Coordinate and maintain the Director’s calendar and the department calendar
  • Prepare and/or edit documents, reports, presentations and spreadsheets
  • Review incoming mail for the department and distribute as appropriate
  • Respond to inquiries and correspondence on behalf of the Director as instructed
  • Review the Director’s email and respond or escalate to the Director per priorities
  • Oversee and manage files and the filing system including ensuring all documents are digitized and available to staff via the shared drive
  • Prepare and distribute meeting packages including agenda, reports and supporting documents
  • Take minutes at meetings and prepare and distribute minutes
  • Plan and coordinate meetings and events (cultural or operational) including venue, food, beverages, supplies and AV requirements
  • Manage, monitor and report on financials associated with Title & Rights including monthly income and expenditures on projects
  • Organize travel arrangements for Title & Rights staff and track and manage expenses and fill out expense claim forms for reimbursement
  • Work closely with the Director on all Title & Rights initiatives and plans
  • Assist with the coordination, administration and management of all Title & Rights projects, programs and contracts
  • Prepare the Director’s expense forms
  • Maintain a neat and orderly Title & Rights Office
  • Organize, monitor and maintain the schedule of service to the Title & Rights building
  • Create and manage the office equipment inventory and ensure equipment is repaired and maintained according to the schedule
  • Participate in relevant workshops, training sessions and events as needed
  • Orient new Title & Rights employees and assist them in completing appropriate documentation
  • Organize and maintain the department’s central resource library
  • Organize mail outs, posters, advertisements, etc. for scheduled events, job postings training sessions, etc. for Title & Rights

Position Requirements

  • Grade 12
  • Office Administration Certificate or Diploma or equivalent experience
  • At least 5 years of previous administrative experience
  • Experience working with First Nations peoples
  • Knowledge of the Splatsin community is valued
  • Excellent administrative skills
  • Advanced ability to organize, prioritize, multitask and manage time
  • Diplomatic with excellent interpersonal skills
  • Impeccable oral and written communication skills
  • Strong computer skills including knowledge of MS Office and data entry and keyboarding skills
  • Excellent attention to detail
  • Discretion & respect for confidentiality

Relationships and Supervision

  • Reports to the Director of Title & Rights
  • Works and builds relationships with Splatsin employees, Kukpi7 and Tkwamipla7a, and community members
  • Communicates regularly with external agencies and organizations
  • Interacts with visitors and callers

Submit your resume referencing the position in the email subject line, by email to [email protected]. All submissions will be reviewed, however only those selected for an interview will be contacted. Pursuant to section 16 of the Canadian Human Rights Act, preference may be given to applicants of Indigenous ancestry.

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